NAVY REGION HAWAII
CHILD AND YOUTH PROGRAMS
CYP
PROFESSIONAL
EMPLOYEE
HANDBOOK
MORALE, WELFA RE, AND RECREATION
C HIL D A N D Y OU TH P ROG RA MS
Table of Contents
WELCOME ABOARD ................................................................................................................................... 3
CYP PHILOSOPHY ..................................................................................................................................... 3
NAVY CYP GOALS ..................................................................................................................................... 4
CHAIN OF COMMAND .............................................................................................................................. 4
CODE OF ETHICS ...................................................................................................................................... 5
STAFFING REQUIREMENTS ........................................................................................................................ 6
SCREENINGS AND HEALTH REQUIRMENTS ................................................................................................. 7
Background Screening ...............................................................................................................................7
Health Requirements and Screenings ....................................................................................................... 8
EMPLOYEE PROFESSIONAL TRAINING REQUIREMENTS .............................................................................. 9
CYP Direct Care Staff Training Modules .................................................................................................. 10
PAY AND TIME KEEPING .......................................................................................................................... 11
LEAVE POLICY .......................................................................................................................................... 12
Sick Leave .............................................................................................................................................. 12
Annual Leave ......................................................................................................................................... 12
Leave Without Pay (LWOP) .................................................................................................................... 13
Holiday Leave ........................................................................................................................................ 13
PROBATION AND PERFORMANCE EVALUATION INFORMATION ............................................................... 14
Probationary Period ............................................................................................................................... 14
Performance Evaluations ....................................................................................................................... 14
Voluntary Resignation............................................................................................................................ 15
Grievance and Appeal Process ............................................................................................................... 15
WORK SCHEDULES, MEAL BREAKS AND REST PERIODS ............................................................................ 15
FOOD SERVICE POLICY ............................................................................................................................. 16
DRESS CODE ............................................................................................................................................ 23
SMOKING, ALCOHOL, ILLEGAL DRUG USE POLICY .................................................................................... 24
OPENING/CLOSING PROCEDURES ............................................................................................................ 25
CHILD ABUSE REPORTING RESPONSIBILITIES............................................................................................ 26
CURRICULUM .......................................................................................................................................... 26
POSITIVE GUIDANCE AND TOUCH POLICY ................................................................................................ 27
PLAYGROUND PROCEDURES .................................................................................................................... 32
INCLEMENT WEATHER PROCEDURES ....................................................................................................... 33
FIRE, HEALTH AND SAFETY POLICIES ........................................................................................................ 33
HEALTH AND WELLNESS STANDARDS ...................................................................................................... 36
ACCIDENT/ INCIDENT REPORT PROCEDURES ........................................................................................... 38
EMERGENCY AND DISASTER PLAN PROCEDURES ..................................................................................... 39
REQUIRED INSPECTIONS .......................................................................................................................... 40
EMERGENCY PHONE NUMBERS ............................................................................................................... 41
CHAIN OF COMMAND CONTACT NAMES AND NUMBERS ........................................................................ 42
JOB DESCRIPTION EXPECTATIONS ............................................................................................................ 43
Employee Handbook Contract Statement ................................................................................................ 44
Child and Youth Programs Employee Handbook
JAN 2016
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WELCOME ABOARD
You are now a member of the Navy Region Hawaii Child and Youth Programs Team. Whether
you work on Joint Base Pearl Harbor Hickam (JBPHH) or Pacific Missile Range Facility
(PMRF), we are one team. Our Child and Youth Programs (CYP) are offered in Child
Development Centers (CDC), Youth Centers, School Age Programs (SAC) and Youth Sports.
CDC’s operate full day and hourly (drop-in) care primarily for children 6 weeks through 5 years
of age. Youth Programs offer School Age Care (SAC), which encompasses Before-and-After
School Care, hourly (drop-in) and Day Camps for children, K-12 years of age; the Teen Program
for youth 13-18 years of age; and Youth Sports and Fitness Programs for youth 3-18 years of age.
As a Child and Youth Program (CYP) Professional, you have the responsibility of providing safe,
happy, nurturing care for children. The job is demanding. It calls for your utmost in creativity,
patience, stamina, and reliability. The children need your experience, guidance, and constant
support, as well as your love and respect. Not only will you enjoy the satisfaction of doing an
important job well, but also the satisfaction of seeing young people develop and mature.
This handbook was developed to help acquaint you with the rules and procedures associated with
your CYP employment. Please read it thoroughly to ensure you understand what is required of
you. If you have questions please ask your Director or Trainer.
We are proud of the service we provide and of our facilities. You can expect to receive support,
cooperation, and guidance in becoming a valuable member of this special team.
CYP PHILOSOPHY
Navy Child and Youth Programs (CYP) provide high quality educational and recreational
programs for children and youth. Teams of caring, knowledgeable professionals plan
developmentally appropriate programs that are responsive to each child’s unique needs, abilities,
and interests. Our staff fosters a sense of independence, trust, and responsibility with each child
through understanding, respectful interactions with children. Through positive relationships, our
programs respect and support the ideals, cultures, and values of you, the CYP professional, in
your task of nurturing children. We are advocates for children, families, and the child and youth
professionals within our programs and surrounding communities.
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NAVY CYP GOALS
Our goal is to provide a safe, healthy, playful learning environment. Play is the work of the child.
The social-emotional growth of the child is a priority. Teaching them to be responsible,
independent and make their own decisions is an important part of our program. To encourage
children to grow and develop to their utmost potential, we will:









Build physical development and skills.
Promote social competence and positive relationships with others.
Foster emotional well-being and a sense of trust and respect for self and others.
Encourage children to think, reason, ask questions and experiment.
Develop initiative, problem-solving, and decision-making skills.
Advance creative expression, representation, and appreciation for the arts.
Promote language and literacy development.
Develop self-discipline and the ability to seek out and complete self-selected tasks.
Cultivate respect and appreciation of differences and the uniqueness of diverse
cultures and traditions.
 Support sound health, safety, and nutritional practices.
CHAIN OF COMMAND
Chain of Command is defined as a series of administrative or military ranks or staffing positions
in which each has direct authority over the one immediately below. When seeking resolution to
problems, issues, complaints, or questions, you must follow the local chain of command starting
with the first person in the chain of command and moving on/up until you have reached a
resolution or are satisfied with the outcome.
1.
2.
3.
4.
Lead Program Assistant
Assistant Director
Program Director
Navy Region Hawaii CDC Director(s)
5. Navy Region Hawaii Regional Manager
6. MWR Deputy Director (JB or PMRF)
7. MWR Director (JB or PMRF)
8. Navy Region Hawaii – N9
Contact information is listed on page 43.
You may ask for a copy upon completion of the review of this employee handbook.
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CODE OF ETHICS
All CYP professionals shall exemplify the highest standards of personal conduct and integrity.
Violating any of the Office of Personnel Management or Non-Appropriated Fund Instrumentality
Program (OPM/NAFI) Principles of Ethical Conduct may be cause for disciplinary action by the
employee's agency, which may be in addition to any penalty prescribed by law. CYP
professionals are required to read and sign a copy of the OPM/NAFI Principles of Ethical
Conduct during the new employee orientation process. This documentation will be maintained
in each employee’s official personnel file. These Principles of Ethical Conduct will be followed:
 Public service is a public trust requiring employees to place loyalty to the Constitution, the
laws, and ethical principles above private gain.
 Employees shall not hold financial interests that conflict with the conscientious performance
of duty.
 Employees shall not engage in financial transactions using nonpublic Government
information or allow the improper use of such information to further any private interest.
 An employee shall not accept (provided for by regulation), solicit or accept any gift or other
item of monetary value from any person or entity seeking official action from, doing business
with, or conducting activities regulated by the employee's agency, or whose interests may be
substantially affected by the performance or non-performance of the employee's duties.
 Employees shall put forth honest effort in the performance of their duties.
 Employees shall make no unauthorized commitments or promises of any kind purporting to
bind the Government.
 Employees shall not use public office for private gain.
 Employees shall act impartially and not give preferential treatment to any private
organization or individual.
 Employees shall protect and conserve Federal property and shall not use it for other than
authorized activities.
 Employees shall not riot/engage in outside employment or activities, including seeking or
negotiating for employment that conflicts with official Government duties and
responsibilities.
 Employees shall disclose waste, fraud, abuse, and corruption to appropriate authorities.
 Employees shall satisfy, in good faith, their obligations as citizens, including all just financial
obligations, especially those - such as Federal, State, and local taxes - that are imposed by
Law.
 Employees shall adhere to all laws and regulations that provide equal opportunity for all
Americans regardless of race, color, religion, sex, national origin, age, or handicap.
 Employees shall endeavor to avoid any actions creating the appearance that they are violating
the law or these Standards of Ethical Conduct.
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JAN 2016
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STAFFING REQUIREMENTS
1. All CYP professionals are hired into positions using the most current Commander Navy
Installation Command (CNIC) CYP standardized position descriptions. All changes made to
the CNIC CYP standardized position descriptions must be approved prior to re-classification.
When standardized position descriptions are altered by CNIC, current employees will be
reassigned to the corresponding updated position description.
2. CYP professionals must be 18 years of age or older (with the exception of CYP professionals
hired within the CYP Teen Employment Program);
3. CYP professionals must hold a high school diploma or equivalent (or higher education
requirement based on position, such as CYPA, Training and Curriculum Specialist, CDC
Director, or Youth Director);
4. CYP professionals must be able to read, write, and speak English; International Languages
other than English may be used for educational purposes only. English will be spoken in the
classrooms.
5. CYP professionals must undergo and pass mandatory local and national background checks.
6. CYP professionals must undergo and pass mandatory initial and random drug testing.
7. CYP professionals must undergo and pass mandatory initial and annual health screenings.
8. CYP professionals must attend/complete all prescribed trainings.
The Child Development Program policy set forth in OPNAVYINST 1700.9E, Chap 12,
determines the Adult to Child ratio as follows;
AGES
6 weeks to 12 months
13 months to 24 months
25 months to 36 months
37 months to 5 years
6 years to 8 years
9 years to 12 years


STAFF PER CHILD
1 per 4
1 per 5
1 per 7
1 per 12
1 per 15
1 per 15
MAX GROUP SIZE
8
10
14
24
N/A
N/A
Additional staffing may be required for field trips, camps, and special events.
Your Director will ensure correct child/staff ratios are followed at all times.
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JAN 2016
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SCREENINGS AND HEALTH REQUIRMENTS
All Navy CYP professionals must undergo criminal history background screenings which will be
conducted prior to hire and regularly throughout the term of employment. Background
screenings are conducted by the local Civil Service or NAF Human Resource Office (HRO).
Employment depends on the background check results. An unsatisfactory result may lead to a
no-hire or termination.
Background Screening
1. Installation Records Checks/Law Enforcement Checks. Installation Records Checks
(IRC) will be conducted for applicants/employees with prior* DoD affiliation. A local law
enforcement check must be conducted for applicants/employees without prior DoD affiliation.
These checks must be completed prior to the employee working with children.
*Anyone working within DoD for at least one year is considered DoD affiliated.
2. Childcare National Agency Check (CNACI) with written inquiries. This background
check includes an investigation of records covering specific areas of the employee’s background,
such as prior employment, education, schools of record, references, local law enforcement
records, state law enforcement records, and credit checks for the past five years.
3. Five-Year Record Reverification Checks. Every five years an investigation will be
conducted for the purpose of updating a previously completed background check investigation
for all CYP employees. (A new investigation is required for NAF/APF personnel if a break in
employment results in a time lapse of more than two years.) The five-year check consists of a
CNACI and local IRCs.
4. Personal/Professional Reference Checks: A minimum of one (1) personal and one (1)
professional reference checks must be conducted prior to hire.
An unsatisfactory report from any screening would include but not be limited to the following
applicable crimes and shall result in removal from the position:
-
Any conviction for a sex crime
Any offense involving a child victim
A substance abuse felony
A violent crime
Any conviction not reported on background forms
Documentation of background screening results will be maintained in the employee’s official
personnel file in a secured area by the APF or NAF Human Resources Office (HRO).
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Documentation of initiated/completed background checks will be maintained in the employee’s
CYP personnel file by the CYP manager using the CNICCYP 1700/06 Navy CYP Background
Clearance Tracking Form or in the electronic Child & Youth Management System (CYMS).
Procedures for CYP Professionals without Completed Background Checks
When children are present, CYP professionals (CDC/SAC/Youth) without completed
background checks will work within line-of-sight and under the supervision of an individual
whose background check has been successfully completed until such time that the individual is
cleared. All CYP professionals, including management, administrative staff, direct care staff,
and food service staff, without completed background checks must wear a RED MWR shirt
or smock, for required identification.
Drug Testing/Screening
All CYP professionals are required to refrain from using illegal drugs, which includes
prescription drugs not prescribed to them. The use of illegal drugs whether on duty or off duty is
contrary to CYP efficiency and endangers the health and well-being of the children in care. All
CYP employees are subject to mandatory pre-employment drug testing and random drug testing
throughout term of employment with the CYP. Positive results that indicate the use of illegal
substances may be cause for termination from CYP employment.
Health Requirements and Screenings
For your protection and all children in our care, all CYP professionals must undergo initial and
annual health screenings. These physicals are uncomplicated and are conducted at no cost to the
employee. You will be informed each time your annual health screening is due and you, the
employee, are required to follow installation-specific processes to attain the health screening in a
timely manner.
All CYP professionals shall:
 Be in good physical and mental health and be free from communicable disease.
 Undergo a health screening within two weeks of employment and annually thereafter, to
include; Tuberculosis test and any other tests deemed necessary by medical personnel.
 Be immunized, except when precluded for religious or medical reasons, against
poliomyelitis, tetanus, diphtheria, rubella measles (rubella), and mumps. Other
immunizations may be required at the option of local medical authorities.
 Receive annual immunization for influenza.
 Wear clean outer garments and maintain a high degree of personal cleanliness.
 Maintain the personal hygiene standards required by NAVMED P-5010.
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JAN 2016
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CYP professionals who have fever, an acute diarrhea illness, skin infections, infected wounds, or
acute respiratory infections shall not be permitted to care for children, prepare food, and cannot
work in any capacity where there is a likelihood of transmitting disease to others.
EMPLOYEE PROFESSIONAL TRAINING REQUIREMENTS
On-going CYP professional training will be provided to all personnel on a regular basis in order
to promote the intellectual, social, emotional, and physical development of children. An
Individual Development Plan (IDP) will be created for each CYP professional regardless of his
or her position. The IDP identifies and tracks training progress, to include orientation and initial
training prior to working with children, training required within 60 days and 6 months of hire,
annual and supplemental training, as well as progress towards completing the required training
modules. Copies of training records will be provided to CYP professionals upon termination of
employment or transfer to another duty station.
All CYP professionals, regardless of position, are required to receive orientation/initial training
consisting of, but not limited to, the following topics prior to working with children:
 Local CYP Orientation, position responsibilities and performance standards, and tour of
other CYP facilities (if applicable)
 Navy regulations, including OPNAVINST 1700.9 series, local instructions, local and
regional Standard Operating Procedures (SOPs)
 Child Health and Safety
 Fire Prevention, Protection, and Emergency Evacuation and Safety Procedures
 Child Abuse Prevention, Education, and Reporting Procedures.
 Positive Guidance and Touch Policy
 Visitor requirements and child sign-in and sign-out procedures
 Facility Control
All CYP professionals, regardless of position, are required to complete the following training
within 60 days of hire. Required topics include but are not limited to the following:





Adult, child, and infant CPR
First Aid (to include pediatric first aid), blood borne pathogens, HIV awareness
Identifying, Recognizing and Reporting Child Abuse
Preventing and Responding to Child Abuse in Center Settings
Local training requirements, Material Safety Data Sheets, Personal Protective Equipment
(PPE), and others as determined by the Command.
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JAN 2016
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The CYP Training and Curriculum Specialist will provide detailed information for all training
requirements. All CYP professionals are required to complete 36 hours of required training
within 6 months of hire based upon position. All CYP professionals, regardless of position, are
required to complete 48 hours of additional training annually described below:






Parent Participation
Customer Service
Child Abuse and Neglect Identification
Reporting and Prevention Procedures
Touch Policy
Fire Prevention, Protection
 Emergency Evacuation and Safety
Procedures
 Blood Borne Pathogens
 MSDS
 Back Injury Prevention
 CPR and First Aid refresher training
CYP Direct Care Staff Training Modules
All CYP professionals directly responsible for the care of children and youth must complete
Navy Standardized Training Modules specific to the age group of children which they are
assigned. Training modules must be completed within 24 months of the date of hire. Twentyfour of the required 48 hours of annual training may count toward module completion at a rate of
two hours per month. CYP professionals in direct care positions initially hired at CYPA -01 or
CYPA-02 levels (or equivalent GS transfers) must complete or test out of the modules within 18
months of hire. The module program will be made available to all CYP professionals and
regular volunteers working within the CYP even if their position does not require completion of
modules.
1. Level Advancement:
a. Entry Level (CY 1702-1) (GSE-01) to move to the next level:
(a) Within 60 days, complete CPR, First Aid, and Child Abuse Modules 1, 2, & 10.
(b) Within 6 months, complete Basic Child Development training and 1040 hours on
the job.
b. Intermediate Level (CY 1702-1)(GSE-02) to move to the next level:
(a) Within 24 months from your date of hire, complete all Navy Standardized
Training Modules and a total of 2080 hours on the job.
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JAN 2016
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PAY AND TIME KEEPING
Staffing in the CYP consists of two categories, Appropriated Fund staff (APF) and Nonappropriated fund staff (NAF). Each category has its own Human Resources Office (HRO),
rules and regulations, and funding sources. CYP employees are hired for the total program and
may be scheduled to work in all parts of the CYP to include CDC, CDH, SAC, Teen, Youth, and
Sports & Fitness.
All newly hired CYP positions are NAF and are supported by the NAF Human Resource office
(HR). The NAF HR office can be contacted by calling (808) – 422 – 3784.
NAF employee time is tracked using computerized system called KRONOS. Once hired, the
NAF Personnel Office provides instructions for the timekeeping and issues each employee a
KRONOS timekeeping card that looks like a credit card. All NAF employees are required to
swipe their KRONOS card at the time clock in their assigned facility before and after their
scheduled work shift. Accurate swiping-in/out ensures accurate pay calculations.
APF employees’ time is tracked using a computerized system, Standard Labor Data Collection
and Distribution Application (SLDCADA). APF (GS) employees will be provided timekeeping
information by their CYP Directors.
All employees are paid every two weeks or every other Friday. A time clock is used at most
location for clocking in and clocking out. Clocking in early or clocking out late without
supervisory approval is not allowed. All employees must clock /swipe in at the scheduled time.
Employees may not clock in for one another.
Full-time NAF employees are paid based on a 35-40 hour workweek or a 70 - 80 hour two week
pay period. Full-time APF (GS) employees are based on a 40 hour work week or a 80 hour two
week pay period NAF part-time (RPT) employees are paid based on a 20 - 34 hour work week
or 40 - 68 hour two week pay period. NAF Flex scheduled employees work a flexible schedule,
which may include working in one or more classrooms or programs (e.g., CDC staff may work
in the SAC program or SAC employees may work in the CDC) during the pay period. Flex staff
are paid based on the number of hours worked during the two-week pay period.
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JAN 2016
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LEAVE POLICY
All regular full-time (RFT) and regular part-time (RPT) employees will accrue annual and sick
leave based on the number of work hours each pay period. Annual leave is accrued from the
date of hire, although it may not be used for the first 90 calendar days of employment. Sick
leave is accrued from the date of hire and may be used once accumulated.
Sick Leave
Sick Leave is authorized when you cannot perform assigned duties because of illness, off the job
injury, pregnancy, or Doctor’s appointments.
Sick leave, which exceeds three (3) consecutive days, must be supported by a medical certificate.
Unit employees may be required to furnish a medical certificate in any circumstance deemed
necessary by their Program Director.
1. Complete and submit an application (OPM form 71) for leave prior to any appointment with
the approximate time you expect to be away from the job.
2. When sick leave has been exhausted, you may use annual leave. Should both sick and annual
leave be exhausted, you must request “leave without pay” (LWOP) status through your
Director.
3. If you are sick and cannot work your scheduled hours, you should give your supervisor as
much advance notice as possible prior to your scheduled start time, but not less than two (2)
hours prior to the start of your shift and never more than two hours past your scheduled start
time. If you fail to report for work without notification, records will show you as absent
without leave (AWOL), you will not be paid for that period of absence, and disciplinary
action may be taken.
Annual Leave
Annual leave is a privilege. Approved leave will be granted as the workload permits. If
coverage is not possible, your leave may be denied. All leave requests must be submitted two
weeks in advance or earlier if possible.
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CYP Managers use systems to approve and deny leave that are fair and equitable to all
employees and are based, in part, on the date leave is requested. Applications for leave that
exceeds two (2) weeks will be forwarded to the Regional CYP Director.
Leave Without Pay (LWOP)
Requests are reviewed and granted based on circumstances and workload in the program. Leave
without Pay (LWOP) for a Full-Time or Part-Time employee must be requested through the CYP Chain
of Command.
1. Complete and submit a leave application requesting LWOP.
2. Up to one year is granted for a documented PCS move.
3. LWOP without PCS orders is based on individual circumstances. The decision of CYP
Program Managers/Directors is final.
Holiday Leave
Full-time employees are paid for all federal holidays (10). Flexible schedule employees are paid
based on the local pay document. The following days are legal federal holidays:
New Year’s Day
Martin Luther King, Jr. Birthday
President’s Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran’s Day
Thanksgiving
Christmas
1 January
3rd Monday in January
3rd Monday in February
Last Monday in May
4 July
1st Monday in September
2nd Monday in October
11 November
4th Thursday in November
25 December
When the holiday falls on a Saturday or Sunday, the preceding Friday or following Monday will
be designated for the holiday observance.
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PROBATION AND PERFORMANCE EVALUATION INFORMATION
Probationary Period
Probationary periods give you and our organization a chance to get to know each other and
determine if we meet each other’s expectations.
Newly hired regular full-time (RFT) and regular part-time (RPT) employees, and current CYP
Flex staff transition to regular full time, will complete a one-year probationary period. This is a
testing period to determine whether the employee will be an acceptable Federal employee.
During the probationary period, conduct and performance of the employee performing the actual
duties of the position will be observed and evaluated. The employee may be terminated at any
time he/she does not meet the expectations of the position. If you are a NAF flexible employee,
you do not serve probationary periods and may be terminated at any time if you do not meet the
requirements of the position.
Performance Evaluations
All CYP professionals will receive an annual performance evaluation. APF employees will also
receive a mid-year review approximately half-way through the rating period to identify shortfalls
in performance and a plan of action to improve performance, if required.
Performance evaluations are based on information gathered throughout the year by the CYP
professional’s immediate supervisor and will also include performance documentation provided
by the Training and Curriculum Specialist (T&C) and other contributing team members as
designated by the CYP Manager.
All performance evaluations will be reviewed by the MWR Director or designee and discussed
with you by your immediate supervisor. Each performance evaluation becomes a permanent part
of your official personnel folder (OPF) and will be considered in future personnel actions. Each
CYP professional will be provided a copy of his or her annual performance evaluation.
Performance evaluations will be provided on the following occasions:
 Optional - 90 days after hire date for newly hired employees.
 Mandatory - Mid-year for GS employees.
 Mandatory - Annually for GS and NAF employees.
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Voluntary Resignation
If a CYP employee wishes to terminate their employment, the following procedures must be
followed:
 A two-week notice of resignation is requested and written statement documenting the end
date and the reason is to be submitted to the immediate supervisor.
 Employee must turn in work ID, KRONOS time card, uniforms, and other articles issued
by the CYP.
 To ensure tax documents and your final paycheck are forwarded correctly, an accurate
forwarding address as well as a telephone number is required on the signed resignation.
Grievance and Appeal Process
There may be times when you feel something about your work is unfair or unreasonable. Your
supervisor may be able to help solve your problem. If your immediate supervisor is not able to
solve your problem or is the problem, contact the next higher level manager. If the problem is
not resolved, other steps are available to you. The MWR Labor Employee Relations office,
(808) 473-1583, can advise you on the negotiated grievance procedures as part of the collective
bargaining unit. The Chain of Command is listed on page 43.
WORK SCHEDULES, MEAL BREAKS AND REST PERIODS
Work Schedules
Work schedules are posted in each CYP facility. Your CYP manager or designee will establish
your work schedule. RFT and RPT employees work schedules shall be posted for one (1)
workweek at a time. Flex employee’s schedules are subject to change at any given time to meet
programming/ratio needs. Work schedules shall be posted no less than one (1) week in advance
at a minimum of the administrative workweek. All changes in schedules must be approved by
your supervisor or his/her designee.
Each CYP professional is responsible for knowing their shift and must check the posted schedule
on a regular basis to ensure they report to work on time. The importance of workspace ration is a
legal requirement. If at any time you observe ratios being violated, it is your responsibility to
immediately notify your Lead, your Trainer, your Assistant Director or Director.
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Whenever possible, employees are expected to schedule personal appointments, including
Doctor’s appointments, at least 2 weeks in advance to ensure classrooms will be staffed
appropriately.
Employees with family members (children, nieces, nephews, grandchildren) attending our
programs will not be scheduled to work in the classroom that the child or children are attending.
Managers may not supervise any relation (father, mother, sibling, child, grandchildren, nieces,
nephews, cousins or hanai (local term which applies to children that are adopted or considered
family) in their workplace.
Meal Breaks
CYP professionals working six (6) consecutive hours will be scheduled for a lunch break,
normally 30 minutes. Meal periods will not exceed one (1) hour. KRONOS will automatically
deduct your meal breaks. Meal breaks may be taken in the staff lounge or away from the
building. No personal food items, except bottled water, or meal breaks may be taken in the
classroom. Family style meal service is not to be considered a lunch break.
Rest Periods
Per the Collective Bargaining Agreement March 2015, Article 7 (11), employees will normally
be provided a fifteen (15) minute rest period for each consecutive four (4) hours worked. The
timing of the rest periods should not interfere with normal business operations and may not be
taken at the start or the end of an employee’s shift or in conjunction with a meal break. In the
case where an employee works longer that an eight (8) hour shift, employee will received a
fifteen (15) minute rest period for every three (3) hours of overtime worked. Child/staff ratios
must be met before rest periods may be authorized. CYP professionals are not authorized to
leave the premises during rest periods and must be available to assist with emergencies, such as
fire evacuations.
FOOD SERVICE POLICY
Meals
CYP provides nutritionally appropriate meals and snacks for children daily. These meet the
United States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP)
guidelines and meal patterns. All CYPs are required to participate in the USDA CACFP
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reimbursement program (where applicable) to the fullest extent possible for the area the program
is located.
USDA meal patterns are followed for all meals, as well as snacks. Meals and snacks are served
with no less than 2 hours between and no more than 3 hours between completions of each
service. Food service staff will provide enough food to allow for second servings.
Child Development Centers (CDC) are required to serve breakfast, lunch, and afternoon snack to
all children in care. For School Age Care Programs (SAC), each before-school program that is
open for a minimum of 1½ hours before school must offer breakfast to children enrolled in the
program, and each after school program must offer a mid-afternoon snack to children enrolled in
the program. Each SAC program offering full-day care, such as summer camp, holiday camp or
teacher in-service days must offer breakfast, lunch, and a mid-afternoon snack on those full days.
When children attend the CYP during alternative childcare hours (nights or evenings),
appropriate meals must be provided.
Children’s Menu
Menus will be posted in the CYP facility and copies will be available for parents to take home if
they desire. Menus will be made available at least two weeks in advance for parents providing
food substitutes or parents who are monitoring menus for children with special nutritional
requirements. The CDC’s do not serve products made with peanuts/tree nuts and most
classrooms do not allow peanuts/nut tree products however; we cannot guarantee a nut-free
environment. When menu changes are necessary, substitutions of comparable food values will be
recorded on the menus posted in the kitchen and on the menu posted on the parent board in the
facility lobby. Changes will be posted in time for parents and staff to be notified.
Food Delivery
All food delivered to classrooms or activity areas outside the kitchen must be covered, and foods
must be maintained as mandated by Navy medical regulations, NAVMED P5010-1/ Food Safety.
In CDCs, meals and snacks will be delivered to each classroom on a cart, with the appropriate
amount of food service items, waste bins, and other items necessary for meal service.
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Food delivered to the classroom/activity area must be ready for the children to serve themselves.
Food items shall never be placed on a diaper-changing table. CYP professionals caring for the
children should not be required to cut or otherwise prepare food for eating except to remove
covers or lids from serving bowls.
Children’s Meal Service
Food and beverages shall not be used as punishment or reward. Children shall not be excluded
from meals or snacks. Children must be allowed adequate time to finish their meals. CYP
professionals shall not assume the child is finished, or is “just playing” with his/her food and
make the child leave the table before the meal is completed.
If a child drops his/her eating utensil or cup on the floor, CYP professionals must provide the
child with a clean utensil or cup.
If a child spills his/her food or milk/beverage, CYP professionals must provide the child with a
complete serving of the food(s) or milk/beverage that was spilled.
Children who miss a meal service due to inclement weather, installation gate closures, or other
circumstances beyond the parent’s control shall be provided the missed meal or an appropriate
substitution.
Civil Rights
In accordance with the USDA CACFP (Child and Adult Care Food Program), no child shall be
discriminated against because of race, sex, color, national origin, age, religious/political
preference, or disability.
Family Style Dining (CDC Only)
All meals and snacks are conducted using family style meal service. During the meal/snack, all
meal components must be placed on the table at the beginning of the meal. Meal components
such as fruit or other desirable items should not be withheld until children eat the meat or
vegetable components.
CYP professionals must sit at the table to eat and actively engage in meaningful conversation
with the children during meal service. Meaningful conversation consists of more interaction
with the children than inquiring if the child would like more food, telling the child to eat, or
correcting a child’s behavior. CYP professionals must serve themselves child-size portions that
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are sufficient to model good eating habits and understand this is not their lunch period; it is a
work function.
CYP staff shall NOT be provided or serve themselves adult-size meals. CYP staff shall not
bring any other food or drink in any type of container to the table during the children’s
meal period.
Children must be offered the minimum portion of each meal component. Children initially not
taking the full portion should be encouraged by staff to take the full portion during the course of
the meal; however, children will never be forced to eat or try any portion of the meal/snack.
CYP professionals should offer children the opportunity to set the table, pour liquids, and pass
dishes and encourage them to serve and clean up after themselves to develop self-help skills.
SAC Meal Service
Because SAC facilities are not normally equipped with kitchens, SAC programs are authorized
to use disposable paper products for meal service if the facility does not have an operational
kitchen.
Children are required to sit down while eating during all meal and snack times. Meals may be
served family style, cafeteria style, or buffet style. CYP professionals must offer children the
minimum portion of each meal component and encourage youth to try all meal components.
Enough food must be prepared to provide children additional servings if desired.
Food Brought from Home by Parents
Food brought into the CYP, other than that for special celebrations, is allowed only if a child has
a medical condition or special diet requiring special foods that cannot be provided by the CYP.
The CYP will make every effort to accommodate the child’s needs. Documentation from a
medical professional must be provided for children with a medical condition and must be kept on
file at the CYP in which the child is enrolled. Families with specific religious beliefs, or due to
familiar preference prefer a specific diet, (such as a vegetarian or gluten-free diet) may bring
specific foods prepared from home as long as all foods meet Navy regulations, USDA meal
requirements, and heath and sanitation requirements.
Food brought from home for sharing among children for birthday, holiday celebrations, or other
special events must be whole fruits or commercially prepared items in factory-sealed containers.
Commercially prepared items must include nutritional and ingredient labels. Nutritional labels
must be checked for ingredients that children with allergies who are enrolled in the CYP may not
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consume. Items containing ingredients that children are allergic to may not be served. All items
must be labeled with the child’s name and the date. This requirement does not apply to youth
programs where parents bring outside food as part of the activity. Many youth programs include
parent provided snacks after sporting events or for team potluck meals.
Celebration treats may only be served after the afternoon snack (or mid-morning snack for partday programs) and must be stored in the kitchen until after the planned, USDA approved snack
has been served and completed. These treats may not be served in lieu of the posted menu
snack.
All food brought into the CYP from home shall be stored out of reach of children until served,
and any leftover food must be sent home with the child at the end of his/her day.
Parents are required to advise the CYP, at least one day in advance, that they will be bringing in
a celebration treat to allow staff to prepare for the occasion.
Parents who bring children in after a meal/snack service is completed, or who provide their child
with food prior to arriving at the CYP, must ensure that their child has finished eating before
entering the building, or must stay with their child in the facility lobby until they have finished
eating.
Food Sanitation
During mealtime, food or beverage spills will occur and should be cleaned up immediately.
CYP professionals should encourage children to help with clean up; however, it is not the
child(rens’s) sole responsibility. CYP professionals must assist the child(ren) throughout the
process.
All food preparation and food service surfaces must be cleaned with a paper towel and a soap
and water solution and then sanitized with a bleach and water solution before and after serving
food. Fresh bleach and water solution shall be prepared daily by mixing ¼-cup bleach with 1
gallon of water or 1 tablespoon of bleach to one quart of water. Soap and water and bleach
solutions shall be made fresh daily.
The soap/water and bleach/water solutions must not be sprayed simultaneously when cleaning
food service areas. CYP professionals must use the soap/water first to clean the area and wipe
the soap/water away with a clean paper towel. The CYP professional will then spray the surface
with the bleach/water solution and wipe the bleach/water away with a clean paper towel.
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CYP professionals should never spray or use cleaning agents while children are seated at the
table. CYP professionals should always supervise children who are helping with cleaning.
Children and adults must wash their hands before and after meals and snacks or food preparation.
CYP professionals shall supervise children to ensure they do not touch serving utensils after
sneezing, coughing, putting their hands in their mouths and children must be directed to re-wash
their hands if this occurs.
Meal Service Waste Disposal
All food taken to the classroom for meal consumption and not eaten is considered waste and
should be sent back to the kitchen for disposal after meal service is completed. All unopened
prepackaged food items not consumed during meal service must be returned to the kitchen.
Leftover food may not be taken out of the center by staff.
Food Stored in Classrooms/Activity Areas
Food items intended for consumption by children and staff, other than infant food and formula,
cannot be stored in classrooms, including food items for cooking projects. All food items
intended for consumption must be properly stored in the kitchen and brought to the classroom
during appropriate meal/snack service times. Food items for cooking projects will be brought to
the classroom by the cook or kitchen staff on the day of the project when requested by the
classroom. CYP professionals may not take personal food items into the classroom, other than
bottled water.
Food items used for art/science projects and not intended for consumption by children or staff
must be marked and labeled appropriately and must be properly stored in an airtight container
with a tight fitting lid or a zipper type plastic bag. These items may be stored in the classroom if
properly labeled.
Food stored in built-in refrigerators in classrooms must be for children only and must be labeled
with the child’s name and current date. Staff and adult food/drinks shall not be stored in these
refrigerators.
Kitchen/Food Preparation Area Access
To prevent contamination of food, access to the kitchen and food preparation areas is limited to
authorized personnel only, who are wearing hairnets or approved hair coverings and meet
NAVMED requirements. If CYP professionals need something from the kitchen or food
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preparation area, they should request the item(s) from the food service staff or person designated
to prepare food.
To prevent the possibility of loss or theft, food service personnel are required to keep the
refrigerator, freezer, and pantry doors locked or secured after all meal/snack service is completed
and the kitchen is secured for the day.
CYP professionals needing something stored in the kitchen/meal preparation area after the food
service staff has left for the day must contact the front desk to request the item.
Infant Feeding
CYP professionals assigned to work in the infant room will be required to feed infants who
cannot hold their own bottles by holding the bottle during the feeding period. Propping bottles
is not allowed. Bottles may not be placed in the crib to pacify children while going to sleep.
This practice can cause tooth decay, congestion, and the possibility of strangulation.
Food Allergies
In cases where children have dietary restriction, CYP professionals must follow the protocol
outlined in OPNAV 1700.9E Chapter 4, section 9. In the CDC facility, a list of children with
food allergies and/or potentially life threatening conditions will be posted in each CDC
classroom where the child receives care. A child with severe food allergies will require a
detailed EAP (Emergency Action Plan) per OPNAV 1700.9E and a staff person designated to
help manage his/her risk to exposure throughout the day. A list will be placed in a location
accessible to direct-care staff in SAC and Youth facilities. All CYP professionals providing
direct care to children with food allergies are required to become familiar with the children in
care who experience food allergies, the food(s) they cannot have, and the plan of action if a child
ingests prohibited food(s). Additionally, a list of children with food allergies must be posted in
the kitchen.
While the food service staff is responsible for providing substitutions for food(s) children are
allergic to, CYP professionals should check the meals/snacks when they arrive for service to
ensure that a substitution is provided and that children do not ingest prohibited food(s).
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DRESS CODE
Your personal appearance has a direct influence on the customer’s attitude about your
professionalism and the quality of our organization. Our presentation is a high priority.
Only the Director or Regional Manager may approve exceptions, and all exceptions will be
documented in writing and placed in the employee file.
The following outlines garment requirements:

Shorts, skirts, skorts, and Capri’s: Must cover the thigh and fall within two (2) inches of
the top of the kneecap. Multi-layered garments with sheer outer coverings must meet the
two (2) inch requirement.

Denim: Denim pants, shorts, skirts and skorts may be worn by classroom CYPA’s
provided the garment is clean, non-revealing, and free from tears and allows the employee
to move freely.

Denim for Leadership: Directors, Assistant Directors, and Leaders (Leads) are not allowed
to wear blue denim jeans at any time. Classroom Leads involved in specific projects may
wear denim jeans for the duration of the project. Directors, Assistant Directors and Leads
may wear colored professional looking denim slacks as part of their professional attire but
not blue denim jeans.

Fitness wear: Tight fitting exercise pants, yoga pants, or leggings may be worn but it is
required the employee shirt bottom fall at the top of the thigh, well below the hip
providing full coverage between waist and thigh. Fabric must be dark colors and not
transparent.

CYP Shirts: Employees are required to wear CYP provided shirts and name tags every
day. Smocks for CDC staff will also be provided. The following colors will be worn by
all classroom staff; red smock/red MWR polo shirt for non-CNACI cleared employees and
blue smock/blue MWR polo shirt for CNACI cleared employees.

Blazers: CYP Directors and Assistant Directors must have a CYP Blazer or suit jacket
available daily. One CYP blazer will be provided for each Program Director and Assistant
Director. Leads are not required to wear blazers.

Name badges: Identification will be worn in a visible manner, either the issued nametags
worn on the shirt or your CAC card on a lanyard or clip.
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
Footwear: Closed-toe shoes with back straps are required for all CYP professionals at all
times in the building and while on the playground. Classroom infant teachers may wear
nonslip socks/booties in the classroom. High heels greater than 1” are not allowed. All
Staff must have the ability to move quickly and safely in the buildings, classrooms and on
the playground at all times.

Hats, hoodies, and sunglasses: None are permitted while working inside any CYP facility
or in classrooms. Sunglasses may be worn outside. Employees’ colored shirts, nametags,
and faces must be completely visible at all times to children, families, and co-workers.

Tattoos: Tattoos are permitted, however inappropriate language, offensive images or
drawings must be covered. It is your Facility Directors discretion as to the whether the
tattoo should be covered.

Piercing and Nails: Piercings to include earrings, tongue, nose and eyebrow hoops, rings,
and or studs are a safety issue. Nails should not be so long as to scratch children, or
prohibit you from performing your duties. It is your Facility Directors discretion as to
whether the piercing/nails presents a safety issue and whether corrective action is required.
SMOKING, ALCOHOL, ILLEGAL DRUG USE POLICY
Smoking, alcohol, and drugs are not permitted inside government facilities or vehicles and are
prohibited from use in and around Child and Youth Programs, including but not limited to sports
and special events. All CYP employees are required to refrain from using illegal drugs, whether
on or off duty. Smoking as defined includes chewing tobacco and electronic cigarettes.
 See your Program Director for designated smoking areas. Smoking Areas (not labeled)
are 50 feet from all buildings and never in common areas, walkways, or picnic tables.
Dispose in proper container.
 Smoking will not be done in view of families and children.
 Hand-washing and hygiene procedures will be followed after a smoke break. Employee
should not smell of smoke when working with children.
 Employees reporting to work under the influence of illegal drugs or alcohol will be
terminated.
 Prescription drugs must be locked in your designated locker and labeled with employee
name in a legally dispensed package/container. Employees should request sick leave if
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the prescribed medication impairs decision-making process or physical abilities when
performing assigned duties.
OPENING/CLOSING PROCEDURES
General opening procedures for all sites:
1. UNLOCK DOORS and turn on lights.
2. Check all electrical outlets daily. All electrical outlets are covered while not in use.
3. Turn on the front desk computer for CYMS access and unlock the children’s file cabinet.
4. Plug in the bottle warmers (infant rooms only).
5. Complete the indoor and outdoor (playground area and equipment) safety checklist.
6. Prepare ice water and cups for outdoor use, where there is not an outside water fountain.
7. Prepare soap and bleach bottles. Refill paper towels, soap, gloves, and toilet paper.
8. Check for correct sign in sheets, clipboards, and available pen.
9. Ensure CYP uniform is being worn. Please remember to wear a nametag or CAC card.
10. Begin the accountability tracking of children once the first child arrives.
11. Begin the accountability tracking once the children are dropped off.
12. Ensure all personal items: purses, bags, hot beverages, open beverage containers, food,
cell phones, pagers, or other electronic devices, non-work related reading materials are
secured in your designated locker, or a staff closet.
13. Ensure Exit and Entrance doors are not blocked. Ensure pathways from the building are
uncluttered at all times.
General closing procedures for all sites:
1. Un-plug bottle warmers (infant rooms only).
2. Log off front desk computer, and turn off other non-essential electronics.
3. Lock the children’s file cabinet. Secure all PII items.
4. Empty and clean water containers.
5. Refill paper towels, soap, gloves, and toilet paper. Empty soap and bleach bottles.
6. Put chairs on tables, if necessary.
7. Remove trash and replace bag.
8. Prepare classroom for opening.
9. Ensure Exit and Entrance doors are not blocked.
10. Ensure pathways from the building are uncluttered at all times.
11. Turn off the lights and LOCK DOORS.
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CHILD ABUSE REPORTING RESPONSIBILITIES
DUTY TO REPORT





The welfare of children and youth is paramount to our programs.
It is the responsibility of all CYP Staff to take proper reporting actions.
CYP Staff are obligated to perform daily health checks on all children upon arrival.
ALL CYP Staff are mandated to report immediately any allegation of suspected child
abuse/neglect.
All reports can be made anonymously to FAR (Family Advocacy Representative), Child
Welfare Services / Child Protective Services.
POLICY TO REPORT



All CYP staff are required to report all suspected child abuse/neglect to the Family
Advocacy Representative (FAR), Child Welfare Services (CWS) / Child Protective
Services (CPS).
All CYP staff are required to be knowledgeable of the Navy’s Family Advocacy
Program as outlined in the OPNAVINST 1752.2B.
All CYP staff are required to be familiar with child abuse and neglect reporting laws of
the State of Hawaii.
REPORTING AGENCIES


Family Advocacy Representative (FAR) CNRH
Local Child Welfare Service (CWS/CPS) (24/7)
Oahu
Kauai
808-474-1999
808-832-5300
1-800-494-3991
CURRICULUM
The Navy has selected Creative Curriculum as the standard curriculum for use by Navy Child
Development Centers. The choice to implement a Navy-wide standardized curriculum was made
to ensure quality within Navy programs and to provide consistency and continuity for our
children and their parents. You will be provided training regarding Creative Curriculum and the
Creative Curriculum Gold web-based assessment and planning tool.
SAC program activities are based on Boys and Girls Club of America and 4-H curricula and
programming.
All activities offered to children enrolled in the CYP are developmentally and age appropriate.
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POSITIVE GUIDANCE AND TOUCH POLICY
Positive Guidance
While each program (CDC, SAC, and Youth) uses specific guidance techniques for the age of
children served, there are appropriate guidance techniques that apply to all children. Some
strategies you will use to promote positive behavior include: fostering trusting relationships;
responding to the individual needs of children with respect, acceptance, and appreciation;
establishing and maintain a consistent daily schedule; allowing enough time for children to run
and play outdoors; anticipating children’s physical needs; being specific when speaking to
children; and acknowledging children’s positive behaviors.
Children are more responsive to corrective guidance when they feel safe and secure in the
relationship they develop with the CYP professionals. Positive guidance techniques that apply to
all children regardless of age, include modifying environments to meet the needs of individuals
and groups of children; promoting positive relationships between children; setting limits by
discussing what is allowed and what is not allowed; and by eliminating or lessening waiting
times for children to participate in activities.
The goal of discipline for young children is to support their growing ability to handle situations
independently, to make wise and safe choices, to promote feelings of competence and selfesteem, to help children learn from their mistakes and to promote positive behavior and social
skills. Guidance must be constructive in nature, including such methods as diversion, separating
children from the situation, praising appropriate behavior, and redirecting behavior to a positive
channel.
CYP professionals, under no circumstances will use any form of physical punishment, or
verbal reprimand that humiliates, shames, or frightens a child. CYP professionals must provide
positive guidance with understanding, emotional support, and love, using communication that
enables the child to express their feelings.
Positive behavior results from caring professionals who work to help children learn self-control.
This happens best by redirection, positive language rather than condemnation or sarcasm, and by
understanding a child’s emotional maturity and scope of experience. Guidance should never
punish; it should teach. Consistency is the key to positive reinforcement.
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If children are misbehaving, logical consequences will help direct their behavior (i.e. if a child is
throwing sand, remove them from the area, and direct to another activity). Clear, well-defined
limits should be consistently maintained and reinforced.
The use of the word “no” is discouraged except in emergency situations. CYP professionals
must provide explanations for why certain behaviors are not acceptable. When guiding a child,
use words, and phrases the child will understand. Remember, it is the behavior of the child that
you do not like, not the child (i.e. “I’m not happy when you throw sand; sand is for digging and
making things”).
When speaking to a child or group of children, make sure you have their attention and establish
eye contact; get down on the child’s level. Use your hands and knees, small chair, or sit on the
floor. Rather than using a loud voice to get children’s attention, be creative – use devices such as
lights, music, or a soft voice. Yelling across the room only increases the anxiety level of the
room and does not get the child’s attention. An adult’s voice can be a teaching tool when used
firmly, kindly, and quietly. Positive reinforcement of desirable behavior is always used. CYP
professionals will praise children when they are demonstrating positive behaviors and give them
recognition.
Often the words “guidance” and “punishment” are used to mean the same thing. They are
actually very different. Punishment means guiding and directing children toward acceptable
behavior through fear. Punishment makes children behave because they are afraid of what might
happen to them if they don’t. Positive guidance means guiding children’s behavior through
redirection, positive language, and understanding. Positive guidance teaches children how to
behave appropriately in social settings through reasoning, desire to be a friend, considering
alternatives and making good choices.
CYP professional are trained to work with children who display behavioral issues. If a child
continues to display inappropriate behavior, and great care must be taken to safeguard children
and staff, help should be requested from the T & C specialist, the MFCL, or a manager
immediately. Hitting, scratching, throwing objects, falling, and biting do sometimes occur ingroup care – even with small group’s sizes and professional supervision, but it should not be the
norm.
Per CNIC policy and OPNAV 1700.9E, if a child continues to display inappropriate behavior, a
conference will be requested with the parents. In extreme cases, when the safety of the child,
other children, and staff becomes a concern, or a child begins to require one-on-one constant
supervision, assistance from the Inclusion Action Team (IAT) may be sought. If all attempts to
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improve behavior been exhausted, the child may be removed, and an alternative type of childcare
may be suggested. Employees must become familiar with the Inclusion Policy Manual.
To achieve these goals the following guidance techniques will be used:
1. Positive reinforcement of desirable behavior. Noticing when children are demonstrating
positive behaviors and giving them recognition.
2. Encouragement. Frequently interacting with children and providing encouraging
comments about behavior, efforts, thinking, and problem solving. For example, “You
really worked hard at cleaning up those blocks.” “You really thought about how to solve
that problem.” Avoid evaluative comments such as, “You are such a good boy.”
3. Ignoring non-dangerous behavior. Sometimes paying too much attention to behaviors
actually reinforces the behavior. When children do not receive any shocked reaction or
discussion, they stop. This technique is only to be used with behavior that does not
endanger anyone or cause too much disruption.
4. Re-direction. Many inappropriate behaviors are only inappropriate because of the setting
or circumstances. Climbing is an acceptable behavior but it is not acceptable to climb on
the bookshelves. Show a child where they can climb or what they can throw, redirect
their behavior to something more appropriate.
5. Distraction. This technique involves getting the child interested in another activity and is
especially effective with infants and toddlers.
6. Changing the environment. The environment has a significant impact on children’s
behavior. Sometimes a simple change in environment can stop an inappropriate
behavior. For example, if children are getting into a lot of conflict because their block
buildings are being knocked down, enclose the block area more.
7. Separation. Remove the child from the scene of action to prevent an escalation of
conflict or inappropriate behavior. This method should not be used as a punishment and
should only be used when other alternatives have been unsuccessful. Situations, which
may require the use of separation, may include children who are fighting and need to cool
off before they can discuss the problem or children who continue to misuse materials
even after redirection or problem solving.
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8. Logical consequences. These consequences are given by the adult and for the behavior.
If a pre-school child throws his food on the floor, he or she can clean it up. If the child
dumps water from the table onto the floor, he or she can put down a towel. If a child
tears a book, he or she can help fix it. Daily routines such as meals, toileting, naps, and
outdoor play cannot be used as consequences.
9. Prevention. Many problems can be alleviated by close supervision, careful observation
and planning. Staying alert and recognizing a potential problem may help prevent bites
and other aggressive behavior. Having enough materials and planning ahead prevents
conflicts. Knowing the children in the classroom allows you to recognize when a child
needs some extra attention or guidance.
Problem Solving
Children are very capable of learning how to solve their own problems and should be encouraged
to participate in the process. The adult acts as a mediator to assist children in identifying the
problem and coming up with a solution.
The following guidance practices are mandatory for all CYP professionals:
1. Withholding food, forcing a child to eat meals or snacks, or forcing a child to take a nap
is forbidden.
2. Punishing a child for not eating or for lapses is toilet training is forbidden.
Time out is not used in CYP. No type of physical or verbal punishment is ever administered.
Touch Policy
CNIC Touch Policy states that appropriate touch always takes into account the wishes, safety,
and well-being of the other person and includes having the permission from the child or youth.
For instance, if a youth playing on the playground gets grass on the back of their shirt, the CYP
professional should ask him or her if it is all right to brush the grass away. A CYP professional,
who is unsure whether or not a touch is appropriate, should refrain from that kind of touching
until clarification can be made by the CYP Manager or the T & C specialist.
CYP professionals must respect the personal privacy and space of others and use appropriate
touching with all children and youth. Appropriate touch is gentle and positive and is natural and
appropriate within the context of normal, acceptable adult/child interactions for each child’s age.
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For example, appropriate touch with young children may include cuddling, hugging,
handholding, stroking, patting or rubbing backs, and assisting in physical activities. While
sitting on laps is appropriate for young children, it is not allowed for school-age children and
youth. For older children and youth, side-by-side contact is more appropriate.
Employees will become familiar with the CNIC Touch Policy.
Inappropriate touching is not allowed in CYP settings by any individuals. Examples of
inappropriate touching include:
 Squeezing of the face or any areas of the body
 Pinching, hitting or punching, slapping, shaking or arm-twisting
 Tickling
 Restricting or restraining of the child’s movement by any means or in any way.
 Any form of physical punishment
 Violating laws against adult/child physical/sexual contact
 Forcing of hugs, kisses or other touches on the child.
Discipline Policy
Discipline will be constructive in nature, including such methods as diversion, separation of a
child from the situation, praise of appropriate behavior and redirection of behavior to a positive
channel. Spanking, pinching, shaking, or other corporal punishment will not be used to punish a
child. Verbal abuse, threats, and derogatory remarks are strictly forbidden.
When a child’s behavior is beyond our control, parents will be requested to meet with the
Program or Site Director to try to determine the reason for the child exhibiting the disruptive
behavior and discuss a plan of action to assist the child in dealing with any problem that has
occurred. Procedures for disenrollment can be found in the CNIC Inclusion Manual, chapter 8, p
81. The manual is available to parents online in the CNIC elibrary.
Sick Child Policy
No child may be accepted for care when they are obviously acutely ill. Children with the
following signs or symptoms will not be accepted for care:
 Skin rashes, fever, or swollen glands
 Infected or draining open cuts or sores (Impetigo)
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



Frequent vomiting
Diarrhea, regardless of the cause
Fever greater than 101º F orally,/102 º rectally, 100 º under the arm.
Presence of head lice or nits (eggs)
If the child becomes sick during the day, the primary caregiver will call the parent to pick up the
child. If the parent is unavailable, a designated emergency contact will be called. A sick child
shall be picked up immediately. Please reference “Caring for Children” Chapter 3.6.1.
PLAYGROUND PROCEDURES
A daily inspection of the playground must be conducted by a CYP professional prior to children
using the playground. The CYP may designate someone, such as a Lead Program Assistant to
conduct the inspection. Before going out to play, CYP professionals must ensure the playground
inspection was conducted. CYP professionals must also remember that even though an
inspection is conducted each day, the playground areas must be free of trip hazards, broken
equipment, and other fall hazards, and all concrete walk areas must be free of gravel and other
fall hazards. If a CYP professional identifies any such hazards while on the playground, he/she
must report the finding(s) to the CYP or duty supervisor for correction.
The classroom attendance roster must be taken outside with the class when going to the
playground. A head count must be conducted when leaving the classroom and checked against
the classroom attendance roster to verify all children have exited the room, when arriving at the
playground (unless the classroom connects immediately to the playground), when leaving the
playground, and again when re-entering the classroom from the playground to ensure no children
are left outside.
CYP professionals must not congregate in one area. Caregivers must supervise children at all
times on the playground. Outside play is not an opportunity for staff to socialize. Children shall
be under constant supervision during outside play. CYP professionals must position themselves
in a manner to visually access all areas of the playground. Sitting with children on the
playground is allowed only when a staff member is actively involved in children’s play and is
able to see other children at play.


There must be at least two CYP professionals on the playground while outside for play.
CYP professionals must ensure that drinking water is available to children at all times while
outside.
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
A CYP professional must be at the climbing apparatus any time a child is using that
structure.
All playground equipment must be stored in the storage building or designated area at the end of
the day.




If a child needs to go back inside of the building for any reason, a staff member must
accompany that child.
Keep a head count of all children under your care. You must visually inspect the
playground before exiting to make sure there are no children hiding or left behind.
If you find anything broken or not in working condition, bring it to your supervisor’s
attention. Post warning signs on broken equipment.
Watch out for small objects that children may find and put in their mouth such as hairpins,
paper clips, barrettes, and small or broken objects.
INCLEMENT WEATHER PROCEDURES
During destructive weather occurrences, such as hurricanes or when the CYP facilities have been
notified by MWR to close due to impending weather conditions, parents are required to pick up their
children as soon as possible (at least within the hour of being notified).
For inclement or severe weather conditions, such as tornadoes, severe rain/thunderstorms, hail, strong
winds, the CYP will follow local TCCOR instructions for weathering in place. A copy of the local
instruction will be available for your review at your assigned CYP program.
FIRE, HEALTH AND SAFETY POLICIES
All CYP programs must have monthly inspections, by Preventive Medicine, Safety, and the
Federal Fire Department.
Fire Protection/Drill Procedures
Anyone in the building when the fire alarm sounds is required to evacuate the building; this includes
parents, staff on lunch or rest breaks and visitors. CYP professionals must be familiar with both
primary and secondary evacuation routes.
Fire evacuation plans are posted near the exits in each classroom and in the reception area.
Aisles and passageways shall be kept clear and in good repair with no obstructions across or in
aisles that could create a tripping hazard or emergency evacuation hazard.
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The following procedures must be followed when evacuating children from the classroom for
any emergency:
When the fire alarm sounds:
 Office staff calls fire department to inform an evacuation is happening
 Classroom staff, while in the classroom, one of the two classrooms CYP professionals
will stand at the classroom fire exit door to receive children ready to exit.
 The second CYP professional is responsible for picking up the class attendance roster,
making a visual inspection of the classroom and guiding all children toward the fire exit
door.
 The first CYP professional will open the fire exit door, step out, and prepare to receive
the children.
 The second CYP professional is responsible for counting each child leaving the room and
checking that number against the number of children on the attendance roster.
 Once a sweep of the entire classroom is conducted, the CYP professional conducting the
classroom visual inspection must join the group of children and, along with the receiving
CYP professional, escort the children to the designated emergency location.
Visual Inspection (sweep) of the classroom includes but is not limited to:
 Checking the restrooms
 Checking under tables
 Checking behind shelf units
 Checking in cubbies
 The CYP Professional receiving the children, the first staffer, is responsible for
conducting a initial head count as she/he receives each child and should call out the
number received to the CYP.
 The second staffer is responsible for the classroom attendance roster and making the
classroom sweep and must use the classroom walkie-talkie or other means of
communication to report the head count to the CYP Operations Clerk or person
designated to report to fire emergency personnel.
 When both CYP professionals are at the emergency location, both CYP professionals
must conduct a head count and verify with each other the number of children present.
 Once everyone is out, the Supervisor on Duty will check with each group to make sure all
the children are accounted for and out of the building.
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EVEN IF THE NUMBER OF CHILDREN EXITING THE BUILDING MATCHES THE
NUMBER OF CHILDREN SIGNED IN FOR DAY, THE CYP PROFESSIONAL
RESPONSIBLE FOR MAKING THE INITIAL HEAD COUNT AS THE CHILDREN
EXIT THE CLASSROOM MUST CONDUCT ANOTHER VISUAL INSPECTION OF
THE ENTIRE CLASSROOM TO ENSURE NO CHILD IS LEFT BEHIND.
IN THE EVENT THAT A CHILD IS LEFT BEHIND – DO NOT GO BACK INTO THE
BUILDING. IMMEDIATELY REPORT THE MISSING CHILD TO THE
OPERATIONS CLERK OR DESIGNATED PERSON WHO WILL REPORT THE
MISSING CHILD TO THE NEAREST FIREFIGHTER.
When the all safe notice is given:
 Upon returning to the classroom, the CYP professional with the classroom attendance
roster must hold the door open for the children and conduct a head count of the returning
children, while the second CYP professional steers the children towards the door.
 If a child is unaccounted for when returning to the classroom, one CYP professional must
immediately step outside to locate the missing child and the second CYP professional
must call to the front desk for additional support in the classroom and outside to search
for the child.
Anytime a child is unaccounted for,
in the classroom, or outside, it must be
IMMEDIATELY reported to the CYP Manager.
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HEALTH AND WELLNESS STANDARDS
Health and sanitation practices are of the utmost importance in every working area in our
programs.
All employees are responsible for cleaning up after themselves and helping to uphold the
sanitary standards.
As a CYP professional, you have an obligation to promote good health and sanitation practices
that benefit the health and welfare of the children in care, their families, your co-workers, visitors
to the facility, and yourself. CYP professionals are required to follow all Navy mandated and
local installation health and sanitation regulations.
CYP professionals are required to follow mandatory procedures for hand washing and diaper
changing. CYP professionals must also ensure children follow prescribed hand washing
procedures. Hand washing is the key to preventing the spread of germs in childcare facilities.
Hands MUST be washed:
a. Upon arrival to the classroom at the start of the shift
b. Following any rest period or break or outside time
c. Before and after changing every child
d. Before serving any food
e. Before and after caring for any sick or injured child
f. After wiping a child’s nose
g. After cleaning toys or equipment
CYP professionals who have a communicable or contagious illness should not report to work.
Bringing illness into the work place puts co-workers and children at risk of becoming ill.
Keeping the facility, including classrooms and the playgrounds, free of health hazards is
everyone’s job. CYP professionals must constantly be aware of issues that could cause health
and sanitation problems.
Some potential health hazards include, but are not limited to:
Unsanitary restrooms. CYP professionals should spot check restrooms for toilets that were not
flushed after use, toilet paper, and paper towels on the floor, and overflowing trashcans. These
issues must be corrected immediately.
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Children and staff not properly washing their hands at appropriate times. Hand washing will be
done at the following times as well as when needed; upon arrival to the classroom, using the
restroom, blowing or wiping one’s nose, touching one’s mouth, setting the table, before and after
eating, after covering a cough with their hand, before and after water and sand play, after
handling pets, when moving from one room to another, after cleaning or handling garbage, and
when leaving for the day.
Standing water on the playground. CYP professionals must check for standing water in bins,
containers, and other areas on the playground and dump or remove the water to prevent growth
of mold, mildew, and pests.
Dirty water tables. Water tables must be drained and sanitized between each use by different
groups of children. Children are required to wash their hands before and after playing in the
sand/water table.
Mouthed toys. CYP professionals must be aware of toys mouthed by infants and children and
ensure these toys are removed from access by other children until they are washed and sanitized.
General upkeep. CYP professionals must clean and sanitize tables and other surfaces used by
children with a soap and water solution, followed by a bleach and water solution. When floors
become dirty from meals CYP professionals must sweep and mop the soiled areas.
All CYP professionals must use “universal precautions,” which are required training when
handling body fluids, such as blood, urine, feces, and vomit. Universal precautions will be
explained in full during your initial and annual Blood Borne Pathogens training.
There is a designated staff refrigerator. Food items MUST be labeled with your name, date and
time prepared. Due to limited space, please bring only the amount of food you will consume
during your shift.
Safety Requirements
CYP professionals will observe all installation safety requirements. A copy of your local safety
instruction is available in your CYP’s office. You will also receive intermittent and mandatory annual
training covering a wide variety of safety practices.
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Cleaning Products
The cleaning supplies authorized for use by CYP professionals are soap and water for cleaning
classrooms and diluted bleach solution for sanitizing toys and surfaces. CYP professionals must
ensure that all cleaning supplies are kept out of reach of children.
Accident Prevention
Accident prevention is essential in the work place and when working with children. CYP
professionals should follow these basic safety practices, as well as all other local requirements:
 Avoid and correct tripping hazards immediately
 Clean up spills and clutter on floor immediately
 Lift with your legs and not with your back
 Make sure that all cabinet doors and drawers not in use are closed securely
 Always wear closed-toed shoes
 Observe all safety rules and regulations
 Report unsafe conditions to your supervisor immediately
 Familiarize yourself with the Safety Data Sheets (SDS), which provides information
about all chemicals used in the CYP and emergency procedures.
ACCIDENT/ INCIDENT REPORT PROCEDURES
 An accident/incident report must be filled out immediately for all irregular occurrences
whether there are outward signs or not.
 Accident forms are located in all classrooms as well as at the front desk. Accident forms
should be taken on all field trips.
 Forms must be completed with the date, child’s name, age, time, place, nature of the
mishap, treatment (first aid measures taken), and signed by the staff member in
attendance. The Classroom Leader and Supervisor on Duty must also review and sign
the form.
1. In case of human bites, inform the Leader and Supervisor on Duty immediately.
Parents of the biter and the parents of the child bitten should be informed by an
accident/incident report. Do not let the parent know whom the biter is, only what
occurred.
2. In case of a high fall, do not move the child. Try to recall exactly how the child fell
and get help.
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3. Report any head injuries to the Supervisor on Duty immediately. The parent must be
notified for all head injuries, immediately.
4. Falls where a child continues to complain or becomes unusually quiet must be
considered a potentially serious injury. Report this immediately to the Leader and
Supervisor on Duty.
5. Remain Calm! Your ability to keep in control will help the child to be less afraid.
The importance of reporting accidents/incidents is:
 To provide and capture all information of the situation immediately
 To inform the parent immediately
 To protect yourself, if not reported, an injury could be viewed as a form of child
abuse/neglect.
EMERGENCY AND DISASTER PLAN PROCEDURES
Navy Region Hawaii CYP has a Mobilization and Contingency (MAC) Plan that includes
provisions for extended hours, long-term care, respite care, and hourly care for command
requirements and family support programs. MAC Plans are approved by the local command. A
copy of the CYP MAC Plan is available in the CYPM’s office for your review.
Following a natural disaster, terrorist event, or mandatory evacuation, proceed to a safe
location/safe haven. Our emergency notification system will automatically notify all CYP
employees by phone when it becomes necessary to account for all DoD employees. When you
are called, you are expected to respond immediately to your Center Director. Your Center
Director will respond to the direct chain of command.
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REQUIRED INSPECTIONS
The following inspections will be conducted for each CYP:
1. CNICCYP (N926) Annual Inspection. One annual, unannounced inspection will be
conducted by CNIC CYP (N926) staff.
2. Multi-disciplinary Team Inspection (MDTI). One annual, unannounced local inspection will
be conducted by a multi-disciplinary team appointed by the responsible installation
commander or designee. This inspection should take place about 6 months after the CNIC
unannounced inspection.
3. Annual Comprehensive Fire/Safety Inspections. One annual, comprehensive fire and safety
inspection will be conducted by local, qualified personnel.
4. Annual Comprehensive Health/Sanitation Inspection. One annual, comprehensive health
and sanitation inspection must be conducted by local, qualified personnel.
5. Monthly Inspections. The following unannounced inspections shall be conducted on a
monthly basis:
a) Monthly Fire/Safety Inspection. One monthly, unannounced fire/safety inspection, to
include a monthly fire evacuation drill, shall be conducted by the building Fire Warden or
the local installation fire/safety department.
b) Monthly Health/Sanitation Inspection. One monthly, unannounced health/sanitation
inspection shall be conducted by the local installation preventive medicine department.
SAC/Youth and Teen programs not preparing food will be inspected on a quarterly basis
by preventive medicine.
6. Daily Inspections. The CYP director or designee must conduct a daily inspection of each
facility and playground to identify health and safety issues. The CYP Director is responsible
for ensuring corrective action is completed.
7. Command Inspections. Local command inspections shall be conducted as directed by the
installation commanding officer. Copies of all command inspections shall be maintained in
each facility for review.
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EMERGENCY PHONE NUMBERS
o
o
o
o
o
o
o
Base Security
Quarter Deck
NAVFAC Emergency
DoD Child Abuse Hotline
Family Advocacy
Employee Labor Relations
Child Welfare Services
o
o
o
o
o
o
o
Preventive Medicine
Occupational Health
National Poison Control Center
Makalapa Clinic Pediatrics
Hickam Pediatrics
Base Operator/Information
Ambulance, Fire and Police
Child and Youth Programs Employee Handbook
808-474-2222
808-473-1222
808-449-3100
877-790-1197
808-474-1999 Ext. 0
808-473-1583
Oahu 808-832-5300
Kauai 800-494-3991
808-471-2212
808-474-0625 Ext. 91349
800-222-1222
808-473-1880 Ext. 2299
808-473-1880 Ext. 2416
808-449-7110
911
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CHAIN OF COMMAND CONTACT NAMES AND NUMBERS
Employees are reminded to use their first (lowest) level of the Chain of Command within your facility.
Always speak with your facility Director first. The mandatory process is to work up the Chain of
Command. If you have an issue you wish to discuss, you must start with your immediate supervisor.
Navy Region Hawaii Commanding Officer
Admiral John V. Fuller
Joint Base Pearl Harbor Hickam Commanding Officer
Captain Stanley Keeve, Jr.…………………………………………..….
Joint Base Pearl Harbor Hickam Deputy Commanding Officer
Colonel Richard L. Smith .…………………………………………..…
Joint Base Pearl Harbor Hickam Chief of Staff
Commander Thomas Gorey.…………………………………………...
Joint Base Pearl Harbor Hickam Command Master Chief
CMDCM Jack Johnson.…………………………………………..……
Joint Base Pearl Harbor Hickam Air Force Senior Enlisted Advisor
CMSgt Brent S. Sheehan.…………………………………………..….
Pacific Missile Range Facility Commanding Officer
Captain Bruce Hay..……………………………………………………
Pacific Missile Range Facility Executive Officer
Commander Peter Donaher…………………………………………….
Pacific Missile Range Facility Senior Enlisted Leader
Senior Chief, ADCS Rolen J. Jiao……………………………………..
Navy Region Hawaii Fleet and Family Readiness (N9) Director
Mr. John Kinnamon ……………………………………………………
Joint Base Pearl Harbor Hickam MWR Director
Mr. Mark Richards …………………………………………………….
Pacific Missile Range Facility MWR Director - Kauai
Mr. Charles Kreisman …………………………………………………
Navy Region Hawaii Regional Child and Youth Program Manager
Dr. Kimberly B. Moore………………………………………………..
Navy Region Hawaii Regional Child Development Center Director
Ms. Marie Johnson………..……………………………………………
Navy Region Hawaii Regional Youth Programs Director
Ms. Deborah Conklin………..…………………………………………
808.473.2201
808.473.2201
808.473.2201
808.473.2201
808.473.2201
808.335.4251
808.335.4251
808.335.4251
808.473.5140
808.473-0787
808.335.4446
808.473.0743
808.473.0725
808.473.2570
As of 30 November 2015
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JOB DESCRIPTION EXPECTATIONS
“THAT’S NOT IN MY JOB DESCRIPTION”
Federal employees are sometimes reluctant – even refuse at times to perform assignments. Such
reluctance or refusal is based on an erroneous idea that an employee is not required to perform
any duty THAT’S NOT IN MY JOB DESCRIPTION. The U.S. Civil Service Commission
reminds everyone that this concept could not be further from the truth.
Supervisors have full authority to assign duties to employees as they see fit within the scope of
their operations. All such employees’ assignments constitute work the employee is expected to
perform. The employee is responsible for carrying out the assigned duties to the best of his or
her ability regardless of whether such duties are specified in the position description.
It is not necessary for a position description to set forth every duty an employee may be expected
to perform. A position description is adequate if it sets out the principal duties, responsibilities
and supervisory relationship so that the job can be classified by a classifier familiar with the
work function. Minor duties performed only occasionally or for a small amount of time do not
need to be included in the position description.
Assignments of course, must be reasonably related to the employee’s position and qualifications.
It is important that supervisors and employees understand that:
- It is a job that is classified, not the position description.
- The position description does not restrict the assignment of duties or an employee by his
or her supervisor, and
- An employee’s refusal to perform a reasonable task properly assigned by his or her
supervisor constitutes insubordination and may result in disciplinary action.
OFFICIAL PUBLICATION OF OCMM-NAVY DEPARTMENT, WASHINGTON D.C.
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Employee Handbook Contract Statement
I have read, understand, and will abide by all of the policies and procedures written in the
employee handbook.
____________________________________
Printed Name
____________________________________
Signature
__________________________________
Date
Original to be filed in Employee’s Personnel File located in their respective CYP facility.
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