Baldwin County 21st Century
Community Learning Center
Project YES
(Youth Enrichment Services)
Staff Handbook
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PROGRAM PURPOSE
21ST Century Community Learning Centers Purpose
Mission Statement
Program Goals
Program Philosophies
Policies, Procedures, and Guidelines
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PROVISION OF SERVICES
Benefits and Services
Anti-Discriminatory Statement
Terms and Conditions of Enrollment
Registration and Enrollment
Registration Packet
Acceptance/Withdrawal from YES
Acceptance
Withdrawal
Program Activities
Daily Operation
Schedules
Activities
Academic Programs
Enrichment Activities
Field Trips
Programming for Adult Family Members
Informational Meetings
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Attendance Policies and Procedures
Attendance Policy
Sign-In Procedures
Sign-Out Procedures
Dismissal Procedures
Late Arrival and Early Checkout Impact on Enrollment
Tardy Policy
Early Checkout Policy
Extra-Curricular Activity Impact on Attendance
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Discipline Policies and Procedures
Disciplinary Action Steps
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Transportation Policies and Procedures
Bus Rider Policy
Car Rider Policy
Change in Transportation
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II.
POLICIES AND PROCEDURES
Absence Procedures for Staff
Planned Absences
Emergency Absences
Extended Absences
Sickness
Attendance Policy for Students
Child Abuse Policy
Classroom Use
Confidentiality
Communication with Parents
Agenda
Other
Daily Sign-In/Dismissal Procedure
Sign-In
Dismissal
Discipline Policies and Procedures
Disciplinary Action Steps
Drug Free Environment
Electronic Device Usage for Staff and Students
Extra-Curricular Academic Procedures
Fraud, Waste, Abuse, Misuse Protocols for Reporting
Field Trip Policy
School Closing
Student Management
Valuable Personal Property
Volunteers
III.
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STAFF PERFORMANCE
Georgia College Hiring Practices
Background Check
Fingerprinting Clearance
Employee Expectations
Program Staff
Personnel Responsibilities
Education Coordinators
Site Coordinators
Teachers
Tutors
Payroll/Time Sheet/Payroll Protocol
Mentors
Reasons for Termination of Staff
Sexual Harassment
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IV. HEALTH AND SAFETY
Accident Procedure for Students
Accident Procedure for Staff
Disaster Procedures
Fire Drill Procedure
Severe Weather Procedure
Definitions
Recommendations
Tornado Emergency Weather Procedures
Hazardous Materials and Nuclear Emergency
Bomb Threat
Civil Disturbance
Other
Medicine
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YES PLANS
Plan for Communication with Principals
Plan for Communication with ESL Parents
Plan for Communication with Day School Teachers
Recruitment Plan
Sustainability Plan
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I.
PROGRAM PURPOSE
21st CENTURY COMMUNITY LEARNING CENTER PROGRAM PURPOSE
The CCLC Program supports the creation of community learning centers that provide academic
enrichment opportunities during non-school hours for children, particularly students who attend
high-poverty and low-performing schools. The program helps students meet state and local
student standards in core academic subjects, such as reading and math; offers students a broad
array of enrichment activities that can complement their regular academic programs; and offers
literacy and other educational services to the families of participating children.
MISSION STATEMENT
Baldwin County YES exists to raise achievement and educational aspirations for students in
grades 3-12 as well as their adult family members. We seek to increase graduation rates, to
nurture and inspire curiosity, and to realize deeper levels of literacy. We collaborate with
students and adults to increase confidence in their abilities to tackle new learning situations.
Finally, we work together to build a whole community that says “yes” to making promises come
true.
Program Goals: Baldwin High School
Goal 1: To improve academic performance: 60% of regularly participating YES students
(those attending 30 or more days) will demonstrate an increase in their Reading, English
Language Arts, Math and Social Studies achievement. 50% of regularly attending YES
students those attending 30 or more days) will demonstrate an increase in their science
achievement.
Goal 2: To foster the socio-emotional development skills that help students become
successful in school and life through participation in enrichment and career ready
activities: 70% of regularly participating YES students will demonstrate an increase in behavior
that promotes academic success and healthy development; 70% of regularly participating
students will demonstrate an increase in their knowledge and/or skills in enrichment activities.
Goal 3: To increase family involvement: 50% of families of regularly participating students
will participate in at least one parent learning opportunity. 75% of families of regularly
participating students will be contacted by YES staff every two weeks about their students’
progress and upcoming parent activities. 75% of families of regularly participating YES students
will be informed about YES family opportunities.
Program Goals: Blandy Hills Elementary School
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Goal 1: To improve academic performance: 60% of regularly participating YES students
(those attending 30 or more days) will demonstrate an increase in their Reading, English
Language Arts, and Math achievement. 50% of regularly attending YES students those
attending 30 or more days) will demonstrate an increase in their science achievement. 60% of
regularly attending YES students identified as needing homework help will improve their on-time
completion of homework to the teacher’s satisfaction.
Goal 2: To foster the socio-emotional development skills that help students become
successful in school and life. 70% of regularly participating YES students will demonstrate an
increase in behavior that promotes academic success and healthy development; 70% of
regularly participating students will demonstrate an increase in their knowledge and/or skills in
enrichment activities.
Goal 3: To increase family involvement: 50% of families of regularly participating students
will participate in at least one parent learning opportunity. 75% of families of regularly
participating students will be contacted by YES staff every two weeks about their students’
progress and upcoming parent activities. 75% of families of regularly participating YES students
will be informed about YES family opportunities.
Program Goals: Creekside Elementary
Goal 1: To improve academic performance and to increase student knowledge and
enthusiasm for science, technology and engineering: 50% of regularly participating
students (defined as those participating 30 days or more) will demonstrate an increase in math.
60% of regularly participating students will demonstrate an increase in R/E/LA. 60% of regularly
participating summer school students will demonstrate an understanding of the scientific
process. 60% of regularly participating students will be able to experience science through
enrichment activities.
Goal 2: To improve achievement levels in enrichment activities: 65% of regularly
participating students will demonstrate an increase in their skills in enrichment activities. 65% of
regularly participating students will demonstrate an increase in their behavior that promotes
success & healthy development.
Goal 3: To foster family involvement: 60% of families of regularly participating students will
participate in at least one parent learning activity. 60% of families of regularly participating
students will attend meetings relative to the goals/objectives of the 21st CCLC program and to
hear about activities and progress of students.
Program Goals: Eagle Ridge Elementary
Goal 1: To improve academic performance and to increase student knowledge and
enthusiasm for science, technology and engineering: 50% of regularly participating
students (defined as those participating 30 days or more) will demonstrate an increase in math.
60% of regularly participating students will demonstrate an increase in R/E/LA. 60% of regularly
participating summer school students will demonstrate an understanding of the scientific
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process. 60% of regularly participating students will be able to experience science through
enrichment activities.
Goal 2: To improve achievement levels in enrichment activities: 65% of regularly
participating students will demonstrate an increase in their skills in enrichment activities. 65% of
regularly participating students will demonstrate an increase in their behavior that promotes
success & healthy development.
Goal 3: To foster family involvement: 60% of families of regularly participating students will
participate in at least one parent learning activity. 60% of families of regularly participating
students will attend meetings relative to the goals/objectives of the 21st CCLC program and to
hear about activities and progress of students.
Program Goals: Midway Elementary School
Goal 1: To improve academic performance: 60% of regularly participating YES students
(those attending 30 or more days) will demonstrate an increase in their Reading, English
Language Arts, and Math achievement. 50% of regularly attending YES students those
attending 30 or more days) will demonstrate an increase in their science achievement. 60% of
regularly attending YES students identified as needing homework help will improve their on-time
completion of homework to the teacher’s satisfaction.
Goal 2: To foster the socio-emotional development skills that help students become
successful in school and life: 70% of regularly participating YES students will demonstrate an
increase in behavior that promotes academic success and healthy development; 70% of
regularly participating students will demonstrate an increase in their knowledge and/or skills in
enrichment activities.
Goal 3: To increase family involvement: 50% of families of regularly participating students
will participate in at least one parent learning opportunity. 75% of families of regularly
participating students will be contacted by YES staff every two weeks about their students’
progress and upcoming parent activities. 75% of families of regularly participating YES students
will be informed about YES family opportunities.
Program Goals: Oak Hill Middle School
Goal 1: To improve academic performance: 60% of regularly participating YES students
(those attending 30 or more days) will demonstrate an increase in their Reading, English
Language Arts, and Math achievement. 50% of regularly attending YES students those
attending 30 or more days) will demonstrate an increase in their science achievement. 60% of
regularly attending YES students identified as needing homework help will improve their on-time
completion of homework to the teacher’s satisfaction.
Goal 2: To foster the socio-emotional development skills that help students become
successful in school and life. 70% of regularly participating YES students will demonstrate an
increase in behavior that promotes academic success and healthy development; 70% of
regularly participating students will demonstrate an increase in their knowledge and/or skills in
enrichment activities.
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Goal 3: To increase family involvement: 50% of families of regularly participating students
will participate in at least one parent learning opportunity. 75% of families of regularly
participating students will be contacted by YES staff every two weeks about their students’
progress and upcoming parent activities. 75% of families of regularly participating YES students
will be informed about YES family opportunities.
YES Program Philosophies
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Work with an attitude of discovery of competencies.
See youth “at promise” and never “at risk.”
Employ the “FIRMTH” approach – firm, but warm.
Promote social, emotional, cognitive, behavioral, moral, bonding competencies.
Foster self-efficacy, clear and positive identities, and a belief in the future.
Provide recognition for positive behavior and opportunities for social involvement.
Foster the development of background knowledge in instruction and emphasize higher order
thinking and problem solving in enrichment activities.
8. Integrate technology resources, hold high expectations, and demand excellence.
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This handbook will address YES specific policies and procedures. YES program will
also follow the policies, procedures, and guidelines of the Baldwin County School
System, Georgia College, and Baldwin County Parks and Recreation.
II. PROGRAM DESCRIPTION PROVISION OF SERVICES
BENEFITS AND SERVICES
The YES Afterschool Program sponsored by the Baldwin County 21st Century Community
Learning Center is designed to provide programming after the school day ends to youth in
Milledgeville. YES is a high quality afterschool program which is intended to fulfill the needs of
the whole child and ensure that adult family members also have access to activities to engage
them in schools and provide learning opportunities for them.
ANTI-DISCRIMINATORY STATEMENT
It is the policy of Georgia College, Baldwin County Parks and Recreation, and Baldwin County
Board of Education not to discriminate on the basis of age, sex, race, religion, national origin,
sexual orientation, or handicap in its educational programs, activities, or employment practices.
TERMS AND CONDITIONS OF ENROLLMENT
1. Students must be registered in the program in order to attend. Students not registered in
YES will not be allowed to attend.
2. Students are eligible to enroll in YES at the school they attend during the school day.
3. Enrollment in the program may be terminated or denied if a student's behavior is so
disruptive or dangerous that, even with the provision of reasonable accommodations,
continued enrollment poses a significant risk of physical or emotional harm to the
student, other students or staff.
4. Students may be denied admission to the YES Program based upon the lack of available
space or an incomplete application and may be placed on waiting lists for available
openings on a first come first, serve basis.
5. Enrollment will stay open until program capacity has been met. Typically, students may
join academic programming in August and January.
6. Regular attendance is essential to meet the goals for students enrolled. YES is a
Monday through Friday program. Students may be removed from the roll due to
irregular attendance. If a student has three (3) consecutive days of unexcused absences,
the YES teacher will contact the parent/guardian. If this same student has two (2)
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additional consecutive days of unexcused absences, then the student will be placed on the
inactive status with the student’s name at the bottom of the YES waiting list.
REGISTRATION AND ENROLLMENT
Registration Packet
Parents will need to complete a registration packet for each student in their household. Students
wishing to participate in the YES Program must be at that school. Applications are available at
each school site and at Walter B. Williams Park, room 8B.
All school registration forms for YES will include:
Student name
Additional student names in the same family
Grade
Name of parent or guardian
Home address
Home phone number
Parent's work phone number(s)/cell phone numbers
Emergency contacts
Authorized pick-up individuals with phone numbers
Medical information/allergies
Inclement and severe weather contacts
IRB permission
Internet permission
Media release
Field trip release
School record release
Liability release
Medical release
Parent/guardian pledge
Student contract
Transportation agreement
21st Century participation
Schools may add additional information to the registration form, as they deem necessary.
ACCEPTANCE/WITHDRAWAL IN YES
Acceptance
Students will join the YES program by August and January of each year unless there are
unexpected vacancies during the academic year. Students/families applying to the program
are expected to participate fully Monday through Friday when program activities are offered.
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Withdrawal from YES
Families wishing to withdraw their student from the program must notify the Education or Site
Coordinator at their school’s site. This allows us to enroll another student, from our waiting list,
into the program as soon as possible.
PROGRAM ACTIVITIES
Daily Operating Schedule
Baldwin High School
Blandy Elementary
Eagle Ridge Elementary
Creekside Elementary
Midway Elementary
Oak Hill Middle
3:15 – 5:45
2:45 – 5:30
2:45 – 5:15
2:45 – 5:15
2:45 – 5:15
3:15 – 5:45
Snack
A USDA – approved snack will be provided free of charge daily.
Activities
Academic Help
 Homework assistance
 Tutorial support
 Academic recovery using computer-assisted technology
Enrichment Programming
Academic Programming
Academic programming is delivered by certified teachers with an average ratio of 1 certified
teacher to 10 - 12 students. Education Coordinators (one at each school site) are responsible for
ensuring that YES teachers coordinate between the day school and after school programs. Tutors
and volunteers also assist with programming in the classroom.
Enrichment Activities
Enrichment activities are offered daily at all YES sites. All youth are expected to participate in
the full academic and enrichment program. Enrichment activities are geared to support the
development of the student and may include:
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Science, technology, engineering, math studies (STEM studies)
Creative Self-Expression
Lifetime recreational activities
Job club, entrepreneurial programs
Character education
College readiness programming
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Field Trips
Students must attend the YES Program at an 80% attendance rate in order to participate in a YES
field trip. A general permission form was included in the application packet, but parents must
receive a permission form for parent signature prior to each trip. Parent/Guardian permission is
required before a child can participate in a field trip; therefore, failure to secure parental
permission will result in lack of participation for that child. Also, please note appropriate school
behavior or failure to comply with program goals can result in denial of field trip privileges.
Staff members are responsible for verifying signed permission slips.
Programming for Adult Family Members of Participating Students
The Adult Program Center is located at Baldwin County Parks and Recreation, Walter B.
Williams, Room 8B. All family members of participating students who are over age 19 and not
in school may participate. Programming supports adult literacy and the ability of
parents/guardians to help students. Each YES site will also provide opportunities for parents to
be engaged with their students and to experience culmination events. Parents are expected to be
partners with the YES program and to participate in at least five (5) YES activities. Programming
will provide support for family members to help their student with homework, provide a safe and
healthy family atmosphere, have fun with their student, and empower their student to be
successful.
The Adult Program Center will offer day and evening adult programming. There are many
activities available: GED prep, Georgia Work Readiness Testing, computer classes, nutrition and
financial workshops, planning and budgeting assistance, aerobics, and/or safety courses. YES
partners with Family Connections to offer resource fairs. YES also partners with Parent
University and Title I during the year. Staff members are expected to be in touch with parents
twice a month and encourage parents to participate in all adult activities.
Informational Meetings
Informational meetings for parents are held each fall. YES also partners with PTOs, Parent
University, Title I and community partners to provide adult programming. Parents/ Adults are
selected to serve on the Parent/Adult Advisory Team. Parents serve on the YES Advisory Board.
ATTENDANCE POLICIES AND PROCEDURES
Attendance Policy
Each school’s YES program will follow the Baldwin County School System policies and
procedures for keeping student and staff attendance records and signing students out. Absences
affect the ability of student’s participation in YES. Regular attendance is essential to meet the
goals for students enrolled. Students may be removed from the roll due to irregular
attendance. If a student has three (3) consecutive days of unexcused absences, the YES
teacher will contact the parent/guardian. If this same student has two (2) additional
consecutive absences, then the student will be placed on inactive status with the student’s
name at the bottom of the YES waiting list.
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Teachers are responsible for maintaining attendance records and adhering to the attendance
policies.
Reasons Accepted for Excused Absences
 Personal illness/doctor’s appointment
 Death of immediate family member
 Religious holiday
Sign In Procedures
At dismissal each day from day school, students must report to the designated area. At Baldwin
High Schools, students attending 5th block must bring a pass from the 5th block teacher and arrive
at YES by 4:20 in order to sign into YES. Students arriving after 4:20 will not be allowed into
YES. NO exceptions will be allowed.
Teachers and tutors will assist the Site Coordinator during snack time.
Sign Out Procedures
Only people designated on the registration form will be allowed to pick up students. If someone
other than a parent/guardian is picking up the student, the individual’s name must be listed on the
student information sheet. This is for the protection of the student.
All person(s) picking up a student will need to show his/her government-issued photo ID
for identification to the Site Coordinator. If a parent encounters an emergency situation,
he/she is expected to make arrangements for the student to be picked up by someone listed
on the permission to pick-up form and the Site Coordinator must be notified. If an
unauthorized adult attempts to pick up a student, the student will be placed onto the
appropriate bus for transportation home.
Dismissal Procedures
Teachers must bring their students to the cafeteria for dismissal and escort them to the bus area.
Site Coordinators will supervise car riders and escort students not picked up by the designated
time on the appropriate bus for transportation home.
Late Arrival and Early Check-out Impact on Attendance and Enrollment in YES
Late Arrival (Tardy) Policy
Students not reporting to the YES Program area will be marked absent and parents will
be notified. Being tardy to program is not allowed.
Early Check-Out Policy
All students should remain in the program until regular dismissal from their YES site so
that maximum instructional/tutorial time can be utilized. If an early dismissal is necessary
on an occasional basis (emergency, doctor’s appointment) a parent or guardian must
report to the YES Site Coordinator. Students will not be dismissed prior to the end of the
program day on a regular basis. This causes interruption of the instructional time.
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Any student signing out before the end of the day will be marked with an unexcused checkout.
Three (3) unexcused checkouts will be converted to one unexcused absence and may result in the
student being placed on inactive status.
Site Coordinators are responsible for enforcing this policy by reporting students who check out
early.
Extra-Curricular Activities Impact on Attendance and Enrollment in YES
Students will have the opportunity to participate in a variety of academic extracurricular
opportunities offered by their school during the school year as long as participation does not
interfere with program goals. At Oak Hill Middle School students must sign in with the Site
Coordinator prior to participation in other academic programs. A pass will be issued by the
YES staff and the student should report immediately to the appropriate location. A second pass
will be issued for the student to report to the YES program. If this procedure is not followed, the
student will be reported absent, a call will be made to the parent/guardian, the main office will be
notified, and student will be unable to enter program. Students participating in non-academic
programs such as band, drama, sports, etc. and unable to attend YES will be placed on the
inactive status and placed on the YES waiting list. At Baldwin High School, students who
participate in other academic activities, such as 5th block, must sign into YES by 4:20 and they
must have a pass from the 5th block teacher. There are no exceptions to this rule.
DISCLIPLINE POLICIES AND PROCEDURES
Regular school discipline policies are in effect for the Youth Enrichment Services Program.
However, if a student is disruptive or threatens other students in any way, it may affect his or her
future participation in the program. Discipline problems will be handled using the Baldwin
County School System Student Policies and Procedures (see the school’s student handbook).
The staff and administration should be committed to a preventative rather than punitive
approach, one that attempts to keep the student in school if at all possible. Efforts should be
made to discover the reason causing the student to break the rules and an equal effort made to
help alleviate the causes.
The teacher is the primary agent in the school to aid the student in reconciling his/her behavior
with school rules. Discipline is the responsibility of each teacher. Seek the assistance of the
Education Coordinator when all other avenues have been exhausted.
Disciplinary Action Steps
All YES staff will provide direction and support to insure student compliance with the Baldwin
County Schools Code of Conduct.
Any YES student not adhering to the District Code of Conduct is subject to the following
sequential disciplinary actions that align with the YES mission and philosophy:
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Regular school discipline policies are in effect for the Youth Enrichment Services Program. However, if a
student is disruptive or threatens other students in any way, it may affect his or her future participation in
the program. Discipline problems will be handled using the Baldwin County School System Student
Policies and Procedures (see your child’s student handbook).
All YES staff will provide direction and support to insure student compliance with the Baldwin County
Schools Code of Conduct.
Any YES student not adhering to the District Code of Conduct is subject to the following disciplinary
actions that align with the YES mission and philosophy:
STEP 1: The teacher prepares a written document about the infraction.
STEP 2: The Education Coordinator reviews the information and contacts parents/guardians if
necessary.
STEP 3: If the behavior displayed is serious, the student will be removed from the program.
Teachers will document this process with a copy in the student’s file and copies given to the YES
Education Coordinator and Director.
TRANSPORTATION POLICIES AND PROCEDURES
Bus Rider Policy
Participating students will attend the YES Program at their regular school. Bus transportation
home will be provided to YES students via Baldwin County Board of Education buses under the
normal guidelines of school buses. All School Board policies governing student discipline and
conduct will be observed. Misconduct on the bus or at the bus stop is subject to the same
disciplinary measures as misconduct at school. When necessary, the YES staff may suspend or
revoke riding privileges. In most situations, the first offence will be a verbal warning. The age
of the child and the severity of the offense will be taken into consideration in the administration
of these rules. See the school’s student handbooks under School Bus Rules.
Car Rider Policy
Students who are picked up by parents/guardians must be picked up at the following sites by the
appointed times or be placed on the bus. NO EXCEPTIONS. Students not picked by the
designated time at each site will be placed on the appropriate bus for transportation home.
Midway Elementary – 5:10
Eagle Ridge Elementary - 5:10
Creekside Elementary – 5:10
Blandy Hills Elementary – 5:20
Oak Hill Middle – 5:40
Baldwin High School – 5:40
All person(s) picking up a student will need to enter the school, show his/her government
issued photo ID for identification, and sign the student out. There will no exceptions. If an
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unauthorized adult attempts to pick up a student, the student will be placed on the
appropriate bus for transportation home.
Change in Transportation
To ensure the safety of all students, a written note must be given to the Site Coordinator at the
beginning of the YES afternoon program if there is a change in the student’s transportation.
Teachers are not to accept a student’s statement in regards to transportation. Students without a
note will be placed on appropriate bus for transportation home. Someone from YES will call to
confirm changes in transportation so parents/guardians are asked to provide a contact number in
the note. If the change is unable to be confirmed, the student will be placed on the appropriate
bus for transportation home.
III.POLICIES AND PROCEDURES
ABSENCE PROCEDURES FOR STAFF
In the event of an absence from work, either planned or an emergency, all staff members are
required to follow these procedures:
Planned Absence
Notify the Education Coordinator as soon as possible or at least 24 hours in advance so she/he
may secure a substitute teacher or make other arrangements.
Lesson plans for the sub should also be left with the Education Coordinator to give to the sub.
Emergency Absence
Notify the Education Coordinator as soon as possible and provide him/her with information
pertinent to the afternoon’s plan.
Extended absence
Inform the Education Coordinator and when possible, a tentative return date.
Sickness of Baldwin County Board of Education Employees
Notify the Education Coordinator when you notify the school of your illness.
ATTENDANCE POLICY FOR STUDENTS
Each school’s YES program will follow the Baldwin County School System policies and
procedures for keeping student and staff attendance records and signing students out. Absences
affect the ability of student’s participation in YES. Regular attendance is essential to meet the
goals for students enrolled. Students may be removed from the roll due to irregular attendance.
If a student has three (3) consecutive days of unexcused absences, the YES teacher will
contact the parent/guardian. If this same student has two (2) additional consecutive
absences, then the student will be placed on inactive status with the student’s name at the
bottom of the YES waiting list.
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Reasons Accepted for Excused Absences
 Personal illness/doctor’s appointment
 Death of immediate family member
 Religious holiday
CHILD ABUSE POLICY
YES personnel are mandated by state law to report child abuse and neglect. This policy applies
only to children who are less than eighteen (18) years old. Any teacher or school employee who
has reasonable cause to believe that a child’s physical or mental health or welfare may be
affected by abuse or neglect shall report it to the Education Coordinator who will then report it to
the school’s counselor.
The law requires the reporting of injuries or neglect of minors, provides immunity for those
reporting in good faith, and provides a penalty for violation of the law. In accordance with this
law, the superintendent shall establish the necessary rules and regulations.
CLASSROOM USE
Teachers should make sure that the classroom they use for program is left neat and clean. Ask
students to tidy the area around them immediately before the end of program. A quick check of
desktops and classroom equipment can determine if damage has occurred.
CONFIDENTIALITY
All student records must be maintained in the strictest confidence. No student may have access
to another student’s records, including attendance information, grade books, permanent records,
etc.
COMMUNICATION-PARENT CONTACT
Staff members are expected to be in touch with families and document their conversations at
least twice a month. All conversations are to be “meaningful.” During the first meeting with
parents staff members will ask parents how the wish to be contacted; phone, text message, email,
in person. Parents are to be asked to let teachers know any changes in contact information as
soon as it occurs. The purpose of the communicating with parents is threefold: (1) to develop a
relationship with them; (2) to keep them informed of their student’s progress; and (3) to make
parents aware of parent activities at individual school sites and as planned for all YES activities.
Other Forms
Other forms of communication may also be used: telephone, written notes, email, or text
messages. Teachers should communicate with parent/guardian at least once every other week
and day teachers once per 3 week grading period. Contacts other than agenda should be
recorded on student contact logs.
DAILY SIGN-IN and DISMISSAL PROCEDURES
Sign-In
Teachers and tutors will assist the Site Coordinator during snack time.
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Dismissal
Teachers must bring their students to the cafeteria for dismissal and escort them to the bus area.
Personnel designated by the Education Coordinator will supervise car riders and escort students
not picked up by the designated time onto the appropriate bus for transportation home.
DISCLIPLINE POLICIES AND PROCEDURES
Regular school discipline policies are in effect for the Youth Enrichment Services Program.
However, if a student is disruptive or threatens other students in any way, it may affect his or her
future participation in the program. Discipline problems will be handled using the Baldwin
County School System Student Policies and Procedures
(see the school’s student handbook).
The staff and administration should be committed to a preventative rather than punitive
approach, one that attempts to keep the student in school if at all possible. Efforts should be
made to discover the reason causing the student to break the rules and an equal effort made to
help alleviate the causes.
The teacher is the primary agent in the school to aid the student in reconciling his/her behavior
with school rules. Discipline is the responsibility of each teacher. Seek the assistance of the
Education Coordinator when all other avenues have been exhausted.
Disciplinary Action Steps
All YES staff will provide direction and support to insure student compliance with the Baldwin
County Schools Code of Conduct.
Any YES student not adhering to the District Code of Conduct is subject to the following
sequential disciplinary actions that align with the YES mission and philosophy:
Regular school discipline policies are in effect for the Youth Enrichment Services Program. However, if a
student is disruptive or threatens other students in any way, it may affect his or her future participation in
the program. Discipline problems will be handled using the Baldwin County School System Student
Policies and Procedures (see the student/parent handbook).
All YES staff will provide direction and support to insure student compliance with the Baldwin County
Schools Code of Conduct.
Any YES student not adhering to the District Code of Conduct is subject to the following disciplinary
actions that align with the YES mission and philosophy:
STEP 1: The teacher immediately prepares a written document with full details about the
infraction.
STEP 2: The Education Coordinator reviews the information and contacts parents/guardians if
necessary.
STEP 3: If the behavior displayed is serious, the student will be removed from the program.
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Teachers will document this process with a copy in the student’s file and copies given to the YES
Education Coordinator and Director.
Please know that disciplinary actions should be individualized and other interventions that align
with the “YES” philosophy may be implemented by the teacher with approval from the
Education Coordinator and/or the director. Teachers are not to send or escort students to the
school administrators. If assistance with a student is needed, contact the Education
Coordinator. Other support personnel such as clergy members, coaches, etc. may also be
utilized to insure positive behavioral growth. The end results of any behavioral consequence
should be resolution and growth.
DRUG FREE ENVIRONMENT
The Baldwin County Board of Education is committed to ensuring the highest possible standards
of learning as well as the safety, health and well-being of its students and employees. The Board
of Education recognizes that establishing a drug-free environment encourages student and
employee productivity and promotes the accomplishment of the school system’s mission and
goals.
ELECTRONIC DEVISE USUAGE FOR STAFF AND STUDENTS
The use of all cell phones (either sending or receiving calls or text messaging), mp3 players, or
other electronic devices is strictly prohibited during program hours. There are no exceptions.
All devices must be turned off during program hours. If using the Internet, the YES Program
prohibits access to or transmission of any material in violation of any U.S. or State regulation or
school board policy, including, but not limited to, copyrighted, threatening, or obscene material.
EXTRA-CURRICULAR ACTIVITY PROCEDURES
Teachers must follow procedure for receiving student into the classroom after their participation
in the extracurricular academic opportunities offered by their school during the school year. At
Oak Hill Middle School, students will sign in with the Site Coordinator prior to participation in
school activities such as SES and must return to YES with a pass from the teacher. At Baldwin
High School, students returning from 5th Block must have a pass from the 5th block teacher and
must sign in with the Site Coordinator by 4:20 or they will not be allowed to join YES that
afternoon and not be able to ride home on the YES bus.
FRAUD, WASTE, ABUSE, MISUSE OF FEDERAL FUNDS AND NON-COMPLIANCE
Fiscal misconduct and related activities include violations of law, gross violations of Board of
Regents and University fiscal policies and procedures, and unethical practices such as
misrepresentation of credentials, conflict of interest, falsification or fabrication of official records
or documents, intentional deception perpetrated to secure an unfair gain, etc.
All employees have the responsibility to report suspected misconduct to their direct supervisor,
dean, vice president, or Office of Internal Audit. Employees who suspect unethical acts may also
report to The Network, the USG reporting system, by calling 877-516-3432 or by calling the
Georgia Department of Education, 21st CCLC Office at 404 232-1197.
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FIELD TRIP POLICY
Students must attend the YES Program at an 80% attendance rate in order to participate in a YES
field trip. A general permission form was included in the application packet, but parents must
receive a permission form for parent signature prior to each trip. Parent/Guardian permission is
required before a child can participate in a field trip; therefore, failure to secure parental
permission will result in lack of participation for that child. Also, please note inappropriate
school behavior, or failure to comply with program goals can result in denial of field trip
privileges.
Staff members are responsible for verifying signed permission slips.
SCHOOL CLOSING
In the event of an emergency that prevents schools from following their normal schedules, it is
necessary to notify school personnel as rapidly as possible. This can be done only by use of the
telephone. Should it be necessary to close school for any reason, every effort will be made to
notify personnel as quickly as possible by a telephone tree that will be distributed to all staff and
staff members at the beginning of the school year. Announcements will be made by radio station
WMVG and the MACON television stations.
STUDENT MANAGEMENT
Proper and adequate supervision of students is of paramount importance for professional and
legal reasons. Supervision is to be provided for students in transition to snack, to homework help
and tutoring, and during dismissal. YES students are not to be left unattended by staff.
VALUABLE PERSONAL PROPERTY
Staff should bring only personal items necessary for program. Large sums of money are not
recommended. YES is not responsible for any valuables that are lost or stolen.
VOLUNTEERS
Adult volunteers are needed throughout our program. All regular volunteers must have a
background clearance on file in order to participate in YES. Direct potential volunteers to the
Director.
IV. PERFORMANCE – DUTIES AND
RESPONSIBILITIES
GEORGIA COLLEGE HIRING PRACTICES
Afterschool Program staff members are all Georgia College employees that have been processed
through the Georgia College Human Resources department.
Background Clearance – Staff must have a successful background clearance through GC every
365 days. Background clearance forms are received each April and fitness determinations are
conducted each April.
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Fingerprint Clearance – Staff must also have a successful fingerprint clearance on file through
the Baldwin County Board of Education.
EMPLOYEE EXPECTATIONS
Afterschool will complement, not duplicate, day school learning. Afterschool will look different.
It is fun and productive. Homework is not to drive afterschool programming. This project is
about increasing scores, not just grades. Students should be provided with assistance in the areas
where they need help. Employees with be subject to annual staff observations and evaluations
executed by the Education Coordinator or Director. Unsatisfactory findings will be subject to
subsequent action.
YES teachers are expected to follow the 4 R’s of afterschool:
 RIGOR: raise the bar.
 RELEVANCE: make the program relevant to the needs of each individual student.
 RELATIONSHIPS: kids come for the activities, but they stay for the relationships.
Be in touch with parents/guardians at least one time per week. Funding allows for direct
service hours, time for staff meetings and the sharing of best practices, professional
development, planning program activities, AND calling parents to let them know how
their student is doing. Kindly make two good phone calls before making a phone call of
concern. You should know the parents of the youth in your class. Document those
contacts on the appropriate form.
 RECURSIVENESS: Differentiate for diverse learners.
Expectations:
 Staff members working for the YES Program are only to be doing YES work.
 All staff members are expected to attend all position relevant professional development
workshops offered by YES. All staff members are expected to show up on time and every
day.
 Individual staff members may be asked to help mentor new staff members who join YES
after orientation.
 Staff members are expected to coordinate with their school’s administrative staff to
arrange for flex time to accommodate program hours and to ensure that non-teaching
duties are completed during non-YES time.
THE PROGRAM STAFF
YES Director
Julie Andrews Cook, [email protected]
478-445-0145 or 478-696-6093 (cell)
Office: Georgia College, Chappell Hall #203
Mail: GC, Campus Box 040, Milledgeville, GA 31061
YES Adult Program Coordinator
Richard Hartry, [email protected]
Phone: 478 454-9012 or 478 457-7737 (cell)
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Office: Baldwin County Parks and Recreation, Room 8B
Mail: GC, Campus Box 040, Milledgeville, GA 31061
Education Coordinators
Baldwin High School
Eugenia Specht
[email protected]
478-456-3172 (c)
478-452-5048 (h)
Blandy Hills
Leigh Reeves
[email protected]
478 451-7816
Creekside Elementary
Dianna Perdue
[email protected]
478-288-0174
Eagle Ridge
Kathy Guepet
478-457-2478
[email protected]
Midway
Hope Bell
[email protected]
478-454-6384
Oak Hill
Jan Tharpe
[email protected]
478 456-8083
Data Clerk
Jessica McQuain,
[email protected]
770-880-2169
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PERSONNEL RESPONSIBILITIES
EDUCATION COORDINATOR
CATEGORY
EDUCATION COORDINATOR RESPONSIBILITIES
ADMIN.
WHO CAN
HELP
Education Coordinator Personnel Responsibilities
Vision
To ensure all staff understand and implement the vision, mission, and
goals of the program and that staff meetings include a best practice
focus. Work with afterschool teachers and parents/guardians of youth
participants to meet the academic goals and objectives of the 21st
CCLC to increase participant academic achievement, on-time
promotion, and graduation. Ensuring staff see all youth at promise,
non at risk, and that staff seek to help youth discover competencies
and talents. Seek to follow the 4 R’s of afterschool: rigor, relevance,
relationships, and recursiveness. Ensure that the program works
toward higher and higher goals and that continuous improvement is
the norm.
Director
Staffing of Classes
To ensure that afterschool classes are staffed appropriately. They are
to find substitutes for those teachers who are out for a day, or they are
to distribute youth evenly when a teacher is out and no substitute is
available, or they are responsible for working with those students
whose teacher is out for a day. Responsible for ensuring that teachers
meet students in the cafeteria and assist with bus duty.
Director
Ensuring High
Quality Instruction
and that Staff are
Actively Engaged
with YES Students
To ensure that high quality instruction is taking place in a YES
classroom and that teachers use their planning time effectively to have
engaging lessons for youth that relate to the individual needs of
students. To work with teachers to develop class rolls, add students,
notify parents when students are removed to inactive list. To work
with staff to assign personnel to help register new students twice a
year (Dec and August).
Director and
Richard Hartry
To ensure that all YES personnel are actively engaged with youth.
To complete evaluations of staff annually.
Payroll
Verification
To collect daily attendance (sign in/sign out sheets) of staff and
authorize that the time listed on the payroll sheet is correct and to
submit payroll information as indicated in staff handbook.
Richard Hartry
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CATEGORY
EDUCATION COORDINATOR RESPONSIBILITIES
ADMIN.
WHO CAN
HELP
Staff Meetings
To provide staff planning meetings that focus on best practices,
planning for additional activities (celebratory and culmination events)
and for sending meeting minutes to staff, to Director, Charles Martin,
and LeAnne Berry. Responsible for collecting common lesson plans
of teachers (and enrichment providers at elementary sites) and keeping
them on file.
Director
Ed Coord
Meetings
To meet with YES administrative staff, sharing best practices,
assisting in the improvement of program activities.
Director
Professional
Development
To participate in training and professional development workshops
and ensuring that teaching staff is present at PD sessions. May be
asked to assist with PD delivery.
Director
Mentoring
To assign mentors for all new staff that join after orientation and for
ensuring that new staff know protocols, policies, and program
philosophies as well as school-specific information. Responsible for
reviewing the staff handbook with all new staff.
Director
Tutors and
Volunteers
To coordinate schedules and room assignments for all tutors and for
ensuring their consistent support and presence at program activities.
Responsible for orienting new tutors and volunteers to the staff,
program, and facilities.
Director
Education Coordinator Program Responsibilities
Vision
Coordinating with
Day School
Teachers
Data
A+ Data
Computer Assisted
Technology &
Resources
To work with staff to ensure that the goals of the YES Program are
being met. See first entry under personnel responsibilities.
To ensure that afterschool teachers are in contact with day school
teachers.
Director
To ensure that all data paperwork is collected, used, and turned in ontime and with accuracy. See calendar and handbook for clear
expectations about data. This is a critical responsibility.
Director,
Richard Harty,
Dr. Martin and
Berry
(evaluators)
Director,
Richard Hartry
To ensure all data is collected on time and accurately entered into A+,
including grades, day school attendance, behavior, and success stories.
(See program calendar for firm due dates.)
To ensure the 21st CCLC program has access to computer-assisted
technologies and other online programs and resources as described in
the grant application. To assign a staff member to generate
SuccessMaker reports.
Director
Director
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EDUCATION COORDINATOR RESPONSIBILITIES
ADMIN.
WHO CAN
HELP
Supplies
To submit supply lists and ensure that all YES supplies are properly
checked in/out.
Richard Hartry
Contacts with
Parents
To ensure that afterschool staff is in touch with parents and are
documenting their contacts with parents.
Director or
Richard Hartry
Behavior
Problems
To work with teachers to deal with any behavior problems relative to
YES students during afterschool. These issues should be dealt with by
YES personnel with little intervention by YES administrative staff.
Notifying parents when students are in jeopardy of being removed
from program with notice to YES admin staff. To follow YES
discipline policy.
To assign a staff member to assist with speakers to program.
Director or
Richard Hartry
To work with staff to plan one field trip per site (except BHS which
should plan to send students to local colleges). The staff team should
work on the logistics of this event. Mr. Hartry will order the bus and
check to ensure that staff pre- and post-plan for all field trips are such
that they are of high educational value.
To assign a staff member to collect photos and stories to be sent to
Director for inclusion in newsletter and other public relation materials.
Director and
Richard Hartry
CATEGORY
Speakers
Field Trips
Public
Relations
Overall
Responsibility
Snack
Attendance
To put out snacks and monitor snack process, take attendance, collect
rosters. To coordinate with the site for activities for parents and to be
in touch with parents about opportunities for them, to assist in
classrooms as determined by Education Coordinator, to take lead
responsibility for car and bus pick up (along with teachers). To work
with Education Coordinators to ensure safety trainings.
To arrive on time to have USDA snacks ready for youth; to follow
proper protocol for distribution of snacks.
To review day and afterschool attendance.
To enforce the tardy policy (see the staff handbook) by making the Ed
Coordinator aware of any students who are in jeopardy of losing their
position in the YES Program because of tardiness, unexcused
absences, and/or early dismissal. (See staff handbook for clarification
of this policy.)
Student Success
To receive passes by YES students attending other academic
programming. (See staff handbook for clarification of this protocol.)
To assist in classroom or labs as instructed by the Education
Coordinator.
Director
Director
Richard Hartry
Richard Hartry
Data Clerk
Tutors
25
EDUCATION COORDINATOR RESPONSIBILITIES
ADMIN.
WHO CAN
HELP
Data
To enter YES data daily into A+ and assist with other data needs as
directed. This should be done AFTER students leave the program.
Richard Hartry
Professional
Development
To participate in orientation meetings and ongoing professional
development training relative to the A+ system.
Richard Hartry
Director
CATEGORY
Education Coordinator Facility and Safety Responsibilities
Facilities
Safety
Visitors
Transportation
To work with school personnel to ensure that there is adequate space
for all teaching activities.
To ensure that all staff know safety evacuation plans and to work
together with staff to ensure that there are safety drills at least once in
the fall and once in the winter/spring to ensure staff know safety
procedures.
To follow all safety policies of the school system and YES.
To log in/out all visitors to program activities, logging their
attendance, and location. To make sure that all volunteers have proper
background clearance before participating with YES.
To enforce the expectation that drivers of car riders come INTO the
school to check out their student and that only those persons who are
listed on a student’s application pick up a student. To check
government-issued photo ID and complete proper car rider paperwork.
There are no exceptions to this rule. Persons not listed as being able
to take students home will not be able to do so.
To work with teachers to ensure students get on proper buses.
School
Personnel
Seek direction
from school
Richard Hartry
Teachers
Tutors
Richard Hartry
Tutor
To follow all safety policies of the school system and YES.
Requirements: 21st CCLC Education Coordinators will be Georgia-certified teachers; be able to
differentiate instruction; have experience in standards-based teaching, computer-assisted
technology, and performance assessment. 21st CCLC Education Coordinators will display a joy
of teaching as an intellectual profession; have proven performance in helping students some call
“at risk,” but this program recognizes “at promise”; foster trust and team work; and provide
evidence of a satisfactory background check. Education Coordinators report to the 21st CCLC
Program Afterschool Director or in his/her absence to the GC Liaison, Director.
TEACHER
Category
Teacher Responsibilities
Administrator Who
Can Help
Teacher Program Responsibilities
Overall
Responsibility
To provide standards-based teaching, using computerassisted technology and performance assessment. To assist
Ed Coordinator
26
Category
Teacher Responsibilities
Administrator Who
Can Help
students with homework, ensure individual attention for
areas of weakness, and to provide programming that
complements but does not replicate day school instruction.
To be actively engaged with students and to plan for
activities for those students without homework and for all
students according to their academic needs.
To work with the Education Coordinator and teaching team
to ensure the best use of teacher talents to meet the diverse
needs of YES students. In many cases this may mean
working with the teaching team to divide students according
to content area needs. To continuously raise the bar of
expectations of students so that they are on track for on-time
promotion, persistence to graduation, and readiness for postsecondary education or work.
Differentiate
Learning
Contact with Day
School Teacher
Contact with
Parents or
Guardians
Program
Activities
Student Success
Ensuring High
Quality
Instruction
Actively
Engaged
Computer -
To be in touch with parents/guardians weekly. To use data
and student/parent info to understand student needs. To assist
with the logistics, protocols, and policies of the program as
described below and in the staff handbook and to do other
duties as assigned by the Education Coordinator.
To differentiate instruction for diverse learners.
To be in contact with day school teachers to know needs and
share progress of YES students. To use the school agenda as
a means of communication between day and afterschool
teacher.
To be in “meaningful” contact with parents/guardians to
report progress and to make families aware of upcoming
activities.
To provide homework, tutoring, CRCT, EOCT, HS
Graduation and other assistance to help students promote on
time, persist to graduation, and be ready for post-secondary
education or work. To provide additional activities that are
fun and productive and relevant to student needs (ex.
SAT/PSAT preparation and content knowledge info).
To promote the discovery of competence within each child.
To ensure that high quality instruction is taking place in a
YES classroom and that planning is being used effectively to
have engaging lessons for youth. Teachers are responsible
for handing in common lesson plans weekly to the Ed
Coordinator.
To work with YES students during afterschool and not doing
other work (i.e. grading day school papers, checking email,
etc).
To ensure that the 21st CCLC program students have access
Ed Coordinator
Ed Coordinator
Ed. Coordinator
Ed Coordinator
Ed Coordinator
Ed Coordinator
Ed Coordinator
Ed Coordinator
27
Category
Assisted
Technology
Raising the Bar
Creating a Warm
Atmosphere
Celebrating
Field Trips
Staff Meetings
Professional
Development
Data
Teacher Responsibilities
to computer-assisted technologies and other online programs
as described in the grant application. To use data to
determine student progress.
To promote high expectations.
To make afterschool fun and purposeful. Afterschool should
complement not replicate day school.
To celebrate classroom successes and plan special activities.
To pre- and post-plan for field trips so that activities are of
high educational quality. To enforce the field trip policy.
To actively participate in staff meetings at site and to bring to
those meetings best practices, strategies for program
improvement, ideas about great activities for youth.
To participate in orientation meetings and ongoing
professional development training. May be asked to assist
with professional development program.
To gather data information on time and accurately.
Administrator Who
Can Help
Ed. Coord/Teachers
Ed Coord/Teachers
Ed Coord/Teachers
Ed. Coord. and Other
Teachers
Ed Coordinator
Ed Coordinator
Ed. Coordinator
Teacher Responsibilities for Program Logistics
Attendance
Safety
Bus Duty
Supplies
Room Use
Payroll
Public Relations
Program Visitors
To report to YES on time, let the Education Coordinator
know ahead of time about planned absences, and/or at the
same time as letting day school know about emergency
absences so that subs can be set up. To enforce the
attendance policy and make parents and Ed Coordinator
aware of students who are in jeopardy of exceeding the
allowable number of absences.
To participate in safety drills and to be cognizant of site
protocols; To make sure students are in classrooms and that
Site Coordinators are aware of the attendance of students; To
enforce the discipline policy; To follow all safety policies of
the school district and YES.
To assist with bus duty as assigned by taking students to the
cafeteria and escorting them to buses.
To work with Ed Coord to submit requisitions for supplies
and/or equipment/Responsible for signing out supplies and
equipment in one central YES location and not using YES
supplies during the school day.
To return the room to the condition it was in before using it
in afterschool – i.e.- removing trash, putting chairs back,
clearing chalk board, etc.
To sign in/sign out of YES Program and sign payroll sheet
verifying that information is correct.
To provide stories and photos to the Director for the YES
newsletter. The Education Coordinator will ask for
volunteers to take photos; teachers are asked to be helpful
with this task.
To work with the YES team to determine who the program
visitors will be and to arrange for their visits.
Site and Ed Coords
Site and Ed Coords
Site Coord.
Ed Coordinator
Ed Coordinator
Ed Coordinator and
Richard Hartry
Ed Coord. and Ms.
O’Steen
Ed Coord. and Other
Teachers
28
Requirements: 21st CCLC teachers will be Georgia-certified teachers with satisfactory proof of criminal
background check and display a love of learning, and teaching. Teachers are responsible to the
Afterschool Education Coordinator at the school site.
RELEVANCE: Programming must be relevant to youth, their parents, the schools, and staff.
29
TUTOR
Category
Overall
Responsibility
Differentiate
Learning
Goal: Increase
promotion on
time and
persistence to
graduation
Program
Activities
ComputerAssisted
Technology
Student Success
Raise the Bar
Tutor Responsibilities
Tutor Educational Responsibilities
To work with teachers to provide standards-based teaching,
using computer-assisted technology and performance
assessment under the direction of the assigned teacher.
To assist the Site Coordinator with distribution of snacks and
attendance if requested.
To differentiate instruction for diverse learners.
Administrator
Who Can Help
Teacher and
Ed Coordinator
Site Coordinator
To investigate students weaknesses and assist with the
development of skills to help youth be successful.
Teacher and
Ed Coordinator
Teacher and
Ed Coordinator
To provide homework and tutoring assistance as directed by
the Education Coordinator and/or teacher.
To assist with computer-assisted technology to ensure
academic growth of students in areas of weaknesses.
Teacher and
Ed Coordinator
Teacher and
Ed Coordinator
To promote the discovery of competence within each child.
Teacher and
Ed Coordinator
Teacher &
Ed Coordinator
Teacher &
Ed Coordinator
Teacher &
Ed Coordinator
To promote high expectations.
Celebrate
To assist with program/classroom successes along with the
teacher.
Ensuring High
To ensure that high quality instruction is taking place in a
Quality
YES classroom and that planning is being used effectively to
Instruction
have engaging lessons for youth.
Actively
To work with YES students during afterschool and not doing
Engaged in YES other work (i.e. checking email, doing personal work, etc).
Work
Professional
To participate in orientation meetings and ongoing
Development
professional development training as required.
Teacher &
Ed Coordinator
Ed Coordinator and
Director
Tutor Snack, Payroll, Safety Responsibilities
Snack
Payroll
Safety
To assist the Site Coord. with the distribution of snacks if
requested.
To sign in/sign out of YES Program and sign payroll sheet
verifying that information is correct.
To know safety evacuation plans and participating in two
safety drills per year.
Site Coordinator
Ed Coordinator and
Richard Hartry
Site Coordinator
Requirements: 21st CCLC tutors have a satisfactory proof of background check and display a love of
learning. Tutors are responsible to the Afterschool Education Coordinator, Site Coordinators, and teachers
at the school site.
30
PAYROLL/TIME SHEET PROCEDURES
Each Education Coordinator at each site will maintain a binder which contains individual time
sheets for all YES staff at that location. All YES staff members are required to log their time in
and out of the YES program each day and must also add a signature verifying they worked the
hours that are reported. The Education Coordinator at each site is required to check these time
collection sheets daily and verify time worked daily. If a staff member is absent, the Education
Coordinator is to indicate this absence on the time sheet.
The time sheet binder will be picked up by Richard Hartry or an assigned staff member by
5:45 on Thursdays.
It is essential that these logs be ready for pickup by Mr. Hartry at the time listed above so
that he has time to enter all staff into the GC time collection system in time to ensure YES
meets the payroll deadline. Timesheets turned in late will jeopardize on time payroll.
Richard Hartry or an assigned staff will enter time collection information for all YES employees
into the GC time system. The binder will be returned on the following Monday. Any questions
concerning payroll should be directed the Richard Hartry @ 478-454-9012.
System employees will only be allowed to clock afterschool program hours following
completion of their contracted/scheduled time. Ex.: Employees contracted to work until 3:30
p.m. daily, will not be allowed to clock hours in the YES program until 3:30 p.m. or later.
Each school's YES program is under the supervision of the Education Coordinator. Afterschool
employee clock hours are determined by student attendance. Hours may be reduced if student
numbers are less than expected.
MENTORS
Only adult mentors having completed a background check with GC may mentor students at the
school site. Participants must stay on the school campus in public areas at all times. Mentors
must sign in/out on the designated mentor logbook.
REASONS FOR TERMINATION OF STAFF
 Failure to provide a satisfactory background or fingerprint clearance.
 Failure to provide high quality activities.
 Failure to be fully engaged with students.
 Failure to report on time.
 Failure to display a joy of teaching.
 Failure to collaborate effectively with YES staff.
SEXUAL HARASSMENT
All YES employees work for Georgia College and must follow GC policies and procedures
found at the GC Human Resources website.
31
V. HEALTH AND SAFETY
ACCIDENT PROCEDURE FOR STUDENTS
Staff members are authorized to administer first aid in a health emergency. Using the emergency
information on file with the Education Coordinator and Site Coordinator, the program will
contact the student’s parents and arrange any additional care necessary.
The following procedures will be used in response to an emergency or accident involving
students:
 The teacher will notify the Education Coordinator or Site Coordinator. If one is not
readily available use the emergency button. Office staff will locate them.
 The Education Coordinator or Site Coordinator will notify the parent.
 The parent will make the decision as to how the student will be transported and the
physician or hospital to be used.
 If neither the parent, nor person designated by the parent/guardian can be reached, the
Education Coordinator or Site Coordinator will make arrangements for transportation to
the hospital or family physician.
 The person reporting the accident should report to the student’s school office or the main
office to fill out an accident report for YES and an official school accident report form.
 The Site Coordinator should also report all accidents to YES administrative staff.
ACCIDENT PROCEDURE FOR STAFF
For staff protection YES requires every staff member to provide emergency information (specific
allergies, person and phones number to contact in case of emergency, etc.) It is important that
this information be up-to-date. Please report any changes in writing to the Education
Coordinator.
If a staff member has as accident, notify or have a staff member notify an administrator. The
school’s emergency call button may be used. An accident report form for YES and the school
site should be completed as soon as possible even if the accident did not require immediate
medical attention. Staff members are required to follow established emergency policies for their
program site.
DISASTER PROCEDURES
All personnel should be aware of the following procedures in case of a disaster:
Fire drills shall be held in each school in accordance with state regulations.
Site Coordinators are responsible for seeing that the School Disaster Plan is followed in the event
of an emergency. Teachers, students and parents shall be informed and given periodic drills in
the procedures of the School Disaster Plan, Tornado and Fire Drills.
32
Fire Drill Procedures
A continuous alarm or an announcement over the intercom will alert staff and students. In the
case of no electrical current, a messenger will be sent from the YES staff to alert personnel and
students.
Please follow the evacuation plan below:
 Each classroom has a Fire Plan map of the building showing the designated exits.
 Each teacher will lead his/her students to the nearest designated exit. Please review these
maps with your students.
 Each teacher, for each segment should prearrange a person to lead the line out of the
building, and one to the rear of the line, to have a count of all students occupying the
classroom.
 All doors and windows should be closed. Leave the lights on.
 A YES designee reports to the Site Coordinator concerning the safe evacuation of school
and personnel.
 All drills must be carried out with absolute silence.
o Teachers should carry their roll books and call roll or get a count of students when
they are safely out of the building, to determine that all students are accounted for.
All personnel are to report to their designated administrator regardless of whether
they have students in their classroom or not.
o Following the fire drill, the signal for personnel and students to return to class will
be announced over the intercom.
Severe Weather Procedures
Weather Warning Definitions
1. Severe Thunder Storm Watch means that weather conditions are such that a severe
thunder storm may develop.
2. Severe Thunder Storm Warning means that a severe thunder storm has developed and
will probably affect those areas stated in the weather bulletin.
3. Tornado Watch means that weather conditions are such that a tornado may develop.
4. Tornado Warning means that a tornado has been formed and sighted and may affect those
areas stated in the bulletin.
Recommendations
1. Severe Thunder Storm Watch: Review weather plan of operation. Students and
staff will be notified to remain in classroom until an all-clear signal is given.
2. Severe Thunder Storm Warning: Relocate all students into school building.
3. Tornado Watch: Review tornado plan and notify all teachers of impending weather
conditions.
4. Tornado Warning: Relocate students to areas offering the greatest tornado resistance.
Tornado – Emergency Weather Procedures
Teachers will review in advance the safety procedures with their students.
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Once an emergency siren has sounded, take the following steps:
AVOID:
Areas with large “open” ceilings.
Exterior walls or walls with windows.
Exterior doorways or hall/corridors.
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Students and teachers in classrooms with interior walls should remain in their classrooms
and follow the following emergency procedures.
Locate yourself and your students to the nearest “interior” wall or “safe” place.
Have students move close to the “wall” and have them assume a kneeling position with
face to knees and hands over their heads, and their backs to the wall.
Remain quiet, so as to hear further instructions.
Teachers who have classes at the end of the halls or corridors should open all doors.
Students and teachers in the gym should take shelter in the locker rooms.
Return to normal when all clear signal is given.
Note: At least one tornado drill will be conducted by simulating a tornado warning and
following the above procedures.
Hazardous Materials and Nuclear Emergency
Students and all personnel are to remain in classrooms until an all-clear signal is given.
Bomb Threat
Students and all personnel are to exit the building. (Similar to a fire drill)
Civil Disturbance and Terrorists Acts
Students and all personnel are to stay in designated classrooms until an all-clear signal is given.
(Administrators and designated staff are to seal exit openings.)
Other Incidents
Listen to Administrative directions and take procedural measures.
Note - A copy of this form should be attached to your substitute folder in case of absence.
Medicine
No medicine (prescription or non-prescription) may be given to a student enrolled in the
program.
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Plan for Communication with Principals
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Principals or their designee were a part of the design team group for each YES 21st CCLC grant
application.
Therefore, principals participated in how the program would look at their school.
The director meets with the Education Coordinator and school principals or their designee for a
formal meeting at least twice a year and is in constant email and telephone conversation with
them.
The principals or their designee are on the advisory board which also meets at least twice a year.
The principals or their designee participate in parent orientation.
Principals are to be made aware of all YES activities at their site by Education Coordinators.
Evaluators are scheduled to meet with principals during the year to evaluate the relationship
between YES and the school.
Principals or their designee are invited to the post-planning, pre-planning meeting each June.
Therefore, principals are a part of the constant evaluation and improvement plan for YES each
year.
Plan for Communication with ESL Parents
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All ESL students at the elementary level are placed at Blandy Elementary.
Lily Grimes, translator, attends all parent meetings and assists with the completion of YES
applications and other materials.
YES materials and flyers are provided in English and Spanish.
Although there are currently no other ESL needs for the middle and high school; Lily Grimes will
provide the same form of assistance as is now used at Blandy.
Plan for Communication with Day School Teachers
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The Education Coordinator makes contact with the teacher at the beginning of the year
with the assistance of the Principal or Assistant Principal.
The Education Coordinator presents to the school staff during teacher pre-planning
session.
The Education Coordinator works through the department chairs for the remainder of the
year for departmental meeting opportunities. The department chair is the liaison for the
YES staff to the teachers.
Teachers are communicated with during the academic year via email and face to face
meetings as time permits and as requested by the day teachers.
The Education Coordinator participates in parent orientations with the teachers – which
provides additional opportunity to discuss students and grades.
The majority of the teachers employed by the YES Program are day school teachers
which provides additional opportunities to link day school with after school.
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Recruitment Plan
End of School Year
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Presentations at all end-of-year Open House meetings (April) at all schools
Letters sent in April and follow-up phone call in the summer to all private schools in the area
Applications and recruitment at annual Resource Fair
Education Coordinators
o Speak with day school teachers for student referrals
Flyers sent home in May with students and attached to report cards at elementary levels
Applications distributed in May to all previous YES students and potential new students
Principals place “all calls” in May to student body informing them of YES registration
opportunity
Pre and Post Planning session conducted in May or June of each year
o Policies and Protocols reviewed and edited if necessary
o Open discussion of what works and what did not work in previous year. Adjustments
made as needed to assure continued success in upcoming program year
o Applications reviewed and recommendations made
Calls placed during the summer to families AND students (2 separate messages) by teachers
inviting poor and underperforming and special needs students (students administratively placed in
the next grade level, students scoring between 770 and 830 on CRCTs, or students identified by
day school teachers as needing YES because of academic or social needs)
Principals make recommendations to families of underperforming students during June and July
grade promotion appeal meetings
YES Presentations and speaking engagements
o Parent orientations at all YES schools and Early College (as school within the middle and
high school)
o Faculty meetings at each school
o Student Orientation at each YES school
o Open House at each school
Students are given opportunity to make recommendations of other students for the program
Continuous Recruitment
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Application outlets are provided throughout year
o Principal office within each school
o YES Office
o Walter B. Williams Recreation Department/ Adult Program Center
o Education Coordinators and/or Site Coordinators
Provided assistance to parents/guardians with completion of applications
Application announcements throughout year
Feature articles in local newspaper about the YES Program
YES Adult Program referral program
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Marketing to Community
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YES booth set up at
o Annual Stay in School Rally in September
o Lights on After School Event in October
o Baldwin County annual Resource Fair
Media Campaigns
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Newspaper
Radio – Public Service Announcements
TV – Public Service Announcements
Sustainability Plan
The YES Sustainability Plan includes
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Building community support
Cultivating key champions
Maximizing in kind resources
Demonstrating and communicating results
Infusing sustainability into every meeting and every nuance of the program
Building Community Support: With the advent of the 21st CCLC programming, there has been an
opportunity to collaborate on Milledgeville’s commitment to the stewardship of youth and their families.
The YES team: all staff, partners, the Advisory Board, parents, and youth are ambassadors, constantly
rallying for project support. By working with a host of partners to deliver quality programming, the
broader community has a bird’s eye view and knows that YES is an investment in the community and
future workforce of middle Georgia. YES has garnered support from the media, educational institutions,
legislative personnel, law enforcement, civic clubs, churches, restaurants, and stores.
YES stock is sold. Corporate and private investors are constantly sought to buy common and preferred
stock certificates in the program. Since the first year of YES data supports clear dividends to the
community, so purchasers buy stock in Milledgeville youth.
YES consistently works with other entities to enhance its program.
Cultivating Key Champions: In 2008, Milledgeville Mayor Richard Bentley agreed (at
the urging of 21st CCLC leaders) to develop a Mayor’s Commission on Youth
Development. The Mayor’s Commission is now in its third year. It helps youth develop
voice and advocacy skills and involves students as ambassadors for youth development.
This program prepares students to know that individuals and collaborative groups can
make a difference by exposing them to those people who do so, including legislative
representatives and city and county leaders. They learn processes and issues so that they
are trained to be effective advocates. This year’s program is project-based and addresses
the issue of teen pregnancy. Students in this program travel to the state house and to
Washington, DC. Below is a February 2012 photo of students in Atlanta with Governor
Deal and Mayor Bentley.
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YES coordinated with Communities in Schools on a successful grant application that targets students and
under-educated parents at the early learning center and provides them with comprehensive educational
and community resources. This program in time is becoming a feeder to the YES on Program.
Maximizing In Kind Resources
YES collaborates with college, school, and community resources to maximize opportunities for youth and
their families.
Demonstrating and Communicating Results
The YES Program has a communication plan that includes the gathering of stories, photos, and video
pieces demonstrating the growth and success of the project. An entire YES media kit has been developed
and given to every YES Advisory Committee member, teacher, and community stakeholders. A YES
website was developed at GC and at the schools. Staff members continue to foster parents and youth as
key champions and ambassadors for YES.
Infusing Sustainability into All Aspects of the Program
We recognize that 21st CCLC funding is an investment, not a gift. Sustainability plans began with initial
funding. The Advisory Committee takes an active leadership role in development activities, fostering
program sustainability. A strategic development plan includes recording prospective funding contact and
keeping databases of community partners and potential funders.
The YES Advisory Committee keeps current all meeting minutes, fundraising databases, information
about private and public funding resources, budget reports, and other funding opportunities. Sustainability
is an information item on the agenda of every Advisory Committee meeting.
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