YMCA Programs Resource Hub

Authorized Pick-Ups

Youth will only be released to a legal guardian or responsible adult listed on their account as an authorized pickup. Every adult must present a photo ID during pick up each day unless their photo is stored in our childcare software. If a child will be picked up by someone not listed on the child’s account, please notify the program director in writing and inform the person picking up that they will be required to present a photo ID.  We encourage families to designate at least two additional emergency contacts as authorized to pick up in addition to the parent/guardian.  Youth will only be released to a legal guardian or responsible adult listed on their account as an emergency contact or authorized pickup.

Custody Situations

If there are special circumstances involving custody issues, you must provide the program director with legal documentation of these restrictions or arrangements. We will release the child to all parents or legal guardians included on the child’s account unless we have legal documentation preventing us from doing so. 

Cancellations/Refunds

Please fill out this form to request a program cancellation. Withdrawal from the preschool program requires 15 day notice, and families are responsible for paying the full tuition through the end of the 15 day period, regardless of the child’s last day of attendance.

All deposits and fees (registration, activity, and field trip) are non-refundable and non-transferable.

We do not issue refunds for program closures due to inclement weather, power outages, or scheduled closings. We also do not issue refunds for days missed due to individual illness, vacations, or program suspensions and dismissals resulting from violations to our behavior guidelines.

Participants in programs cancelled by the YMCA are eligible for a refund of the activity/program. If a program session is cancelled after the program has already started, a prorated refund will be applied.  

Late Pick Up Fee

Our late pick up fee is $10 per 5 minutes and will be automatically charged to the credit/debit card on file.
 

Member Rate

In order to receive the YMCA member program price, participants must be an active member at the point of registration and maintain an active membership status through the end of program. If a participant’s membership status changes, the rate will be adjusted accordingly.

My Y Scholarships

My Y Program Scholarships may be available to participants who meet the household income requirements. Please visit your local YMCA center for more information. Rate adjustments will be applied only to future payments following approval of scholarship eligibility. Prior payments are not eligible for a rate adjustment or credit.  Financial assistance is only applied to program tuition and not fees.

Payment Procedures

A payment schedule is provided at the time of registration. Monthly tuition is due on the 15th of the month. The credit or debit card used to pay the deposit at the time of registration will automatically be drafted for the balance due based on the program payment schedule due date(s). Payment estimates included in program descriptions for school year programs are based on full year attendance, and monthly payments may vary if registering after the program start date.  

You will be charged a $35 fee for late or declined payments that cannot be drafted. If you would like to change your payment method, please update your credit card information in your online account or visit your local YMCA center at least 15 days prior to the payment schedule due date. Payment due dates can be viewed in your online account by visiting My Orders. Select the program order and the print option to view the future due dates. You can also visit your local YMCA center if you have questions about your payment schedule.

If payment is declined, you will be notified. If payment is not received within 5 days, the participant will be unable to attend the program until payment is received. If no payment or written notice of cancellation is received after 15 days, the participant will be cancelled from the program. All past balances must be paid in full before registering for future programs, including payment for the time the child was still enrolled in the program before cancellation.

Illness

For the safety and well-being of all children and staff, the following health and wellness guidelines will be strictly enforced in all youth programs. Please be considerate and do not send your child to programs when they are sick. If a child develops symptoms of illness while in our care, the family will be notified and the child will need to be picked up immediately.

Children who have the following symptoms should remain at home until they are symptom free for a full 24 hours without the use of medication or unless a written note from the child’s physician is provided, stating that the symptoms are not contagious and the child can attend programming:

• Fever (temperature of 100.4 degrees Fahrenheit or higher)
• Vomiting
• Diarrhea
• Sore throat
• Undiagnosed rash, sore, or other skin condition
• Head lice
• Continuous and/or colored drainage from nose or eyes
• Persistent cough
• Any other contagious disease or symptoms

Staff will notify the family or guardian to pick up children when any of the following conditions exist: 

• The child displays any of the symptoms above. 
• The illness prevents the child from participating comfortably in program activities. 
• The illness results in a greater need than the YMCA staff can provide without compromising the health and safety of other children in the program. 
• Injuries

If a child is injured during the program, staff will provide immediate first aid care for the child. If the injury is affecting the child’s participation in the program, we will notify the parent/guardian.

In the event of a serious emergency, 911 will be called first to secure prompt medical treatment.

Please note that EMS or a parent/guardian is required to transport minors in the event of a medical emergency.

Medical Information

If your child has a chronic medical condition or allergy, please notify the program director in advance of the program start date and complete the applicable form linked below. Please note that some of the forms must be completed by a physician.   
 

• Medical Action Plan Food Allergy PDF  
• Medical Action Plan Allergy and Anaphylaxis PDF   
• Medical Action Plan Asthma PDF 
• Medical Action Plan Diabetes PDF  
• Medical Action Plan Seizures PDF   
• Medical Action Plan General PDF  
   

Medication

If a child requires medication during their time at the Y, families are responsible for updating the child’s health profile in their YMCA account, notifying the program director, and completing our Medication Authorization Form. 

Our team will administer medications prescribed by a physician with dosing that the family cannot provide at home. Medication must be in the original container with the prescription label attached that includes child’s name, date of birth, medication name, dosage, and expiration date. Over the counter medications must be in the original container and require a physician’s note as these will be treated as prescription medication.    

With the exception of emergency medications, such as EpiPens, the first dose of new medications should be given at home with sufficient time before the child attends the program in order to observe the child’s response to the medication given.  

We cannot accept, keep, or use expired medication.  Medication must be picked up within one week of the program end date. 

Y Kids is not licensed or regulated by NCDHHS. Based on state guidelines regarding unlicensed childcare, children are not able to use Y Kids if they have already participated in YMCA childcare programs that total up to 4 hours on the same day (Preschool, Afterschool, Y Scholars, Out of School Days, Day Camp, etc.). Please note that our system will not allow children to be checked into Y Kids if they have met or are close to reaching this time limit.

Philosophy

The YMCA believes the foundation of our work in youth development is safety and character development. We respect each child's unique needs and recognize that behavior is a form of communication. Our team understands that not all children will come in with the same social-emotional skills, which is why our approach is geared toward individual development. We aim to create a positive, nurturing, and supportive environment where each child can thrive.

Behavior Expectations

Our staff work with youth to help them learn and meet the following expectations in alignment with our core values: 

• Caring- Show a sincere concern for others.     
• Respect- Treat others how they would like to be treated. 
• Responsibility- Be accountable for your promises and actions. 
• Honesty- Be truthful in what you say and do.  
• Faith- Center yourself around your own spiritual well-being.

How We Support Youth

There are several steps we take to help youth be successful and make positive behavior choices:

•  We build intentional relationships with youth. 
• We create consistent schedules and routines to provide a sense of security and predictability.
• We encourage children to recognize and express their emotions in a healthy manner.
• We use encouragement, praise, and rewards for positive behavior. 
• We set age-appropriate expectations but also adjust expectations for individual children based on maturity, ability, culture, language, and learning styles. 
• We work with families to align how we can help youth experience success in our programs.
• We remain calm while engaging with children in heightened situations.

The following behaviors jeopardize safety and/or quality of our program experience and will result in a consequence: 

• Behaviors that physically harm themselves, other youth in the program, or staff
• Behaviors that threaten the emotional safety of youth or staff 
• Behaviors that damage property 
• Behaviors that prevent participants from learning and/or experiencing program activities 
• Behaviors that violate personal boundaries or are of a sexual nature

When youth demonstrate unsafe or inappropriate behavior, we have an opportunity to teach and help youth learn from their mistakes. Our staff may use the following approaches to guide the youth unless the nature of the behavior warrants dismissal from the program:

• Staff may redirect youth to an alternate choice or activity. 
• Staff may review expectations with the youth to ensure they understand what is expected of them.   
• Staff may provide a verbal warning and explain that continuing the behavior will result in a consequence.
• Staff may give a logical consequence for the behavior such as being moved to a different seat or not being able to play with a certain toy.  
• Rather than putting youth in “time-out,” we provide “time-in” (co-regulation) with a staff member. We sit with a youth to talk about what happened, why it happened, and how they can respond in a healthy way the next time.  
• Staff may contact the parent or guardian. 
• Staff may work with the parent or guardian to create an individual behavior plan. 

Severe Weather   

Our staff team is trained and prepared to respond in the event of severe weather. Staff will move participants indoors when thunder and/or lightning is present in the area. In the event of a tornado warning, staff will move participants to designated areas of the facility away from exterior windows and doors. Please note that participants may not be released for dismissal if the center is under an active weather threat. Our standard rides in/out process may also be delayed or changed in the event of severe weather, which may include requiring that parents/guardians come into the building to pick up their children. If facility conditions become unsafe for program operations, parents/guardians will be asked to pick up their children promptly.  

Extreme Temperatures  

We incorporate outdoor play into our daily program schedules and monitor weather conditions to ensure participant safety. Our team utilizes the air quality and childcare weather charts from the North Carolina Department of Health and Human Services to determine if program modifications need to be made.

During the colder months, we ask that parents/guardians send their children with extra clothing layers to keep warm, including coats, hats, and gloves.  

During the warmer months, we follow several best practices to prevent youth and staff from getting overheated:  

• Ensuring youth are drinking plenty of water to stay hydrated 
• Moving to shaded and/or indoor areas  
• Limiting strenuous activities  
• Applying sunscreen sent from home 
• Rotating groups through air-conditioned spaces   
• Enjoying our swimming pools and other water activities      
   

In the event of extreme heat or cold conditions, programming may be moved indoors or to shaded/covered areas. No matter the weather, we closely monitor children for signs of weather-related illness and ensure they drink plenty of water. 

Safety is at the forefront of all that we do at the Y.  Here are some of the policies we follow to keep kids safe while in and out of our care:  

• YMCA staff and volunteers are not allowed to transport participants or members in their personal vehicles at any time.
• Staff/Volunteers may not be alone with children they meet in YMCA programs outside of the YMCA. This includes babysitting, sleepovers, driving or riding in cars, and inviting children to their homes.  Any exceptions require written documentation and prior administrator approval. 
• YMCA staff will not buckle any child into a vehicle, stroller, or other piece of equipment designed for transportation. It is the parent/guardian’s responsibility to ensure their child is secured.  

The YMCA is mandated by state law to report any suspected cases of child abuse or neglect to the appropriate authorities for investigation.  Families may also report any concerns to Praesidium by calling (855)347-0751.  

Communication  

Open communication between staff and families is important. Children’s actions can sometimes reflect challenges or changes they are experiencing outside of the program (death of a family member or pet, new sibling, divorce, etc.). Please keep us informed of anything happening at home or school that may affect your child so we are able to best support your child and family.  Please do not hesitate to call, email, or schedule a meeting to discuss any questions or concerns. We will also periodically conduct surveys to seek feedback on how we can improve our programs.  

Get Involved 

 Families can get involved in a variety of ways to support our programs:

• Volunteer 
• Donate supplies 
• Read program communications  
• Attend family events 
• Donate to our annual fundraising campaign 

Our programs emphasize play, relationships, and socialization. In accordance with this, we limit the amount of exposure to screens in our programs.

Students in afterschool may utilize devices to complete homework, but we do not allow devices to be brought from home (iPads, gaming devices, etc.). We know that some older participants may carry phones or smart watches at the request of their parents/guardians. We ask that these devices remain in the child’s backpack during the program unless a scheduled time for checking phones or other exception is granted. The YMCA is not responsible for any lost, stolen, or broken devices brought to the program.  

All YMCA staff are at least 16 years of age, and some positions require previous experience working with youth. We seek competent, diverse candidates who will serve as strong role models by portraying our core values and who have a passion for working with children.  
 
Our screening best practices include interviews, reference checks, and background checks. Prior to working with youth, staff complete a series of required safety and program trainings, including Child Abuse Prevention and emergency preparedness. All staff receive certification in First Aid and CPR. 

While it is impossible to create an allergen-free environment, we take the following precautions to mitigate the risk of exposure to allergens in our programs for the safety of children and staff with food allergies:

• Prior to the first day of the program, we ask all parents to complete their child’s profile, which includes information about allergies and medications. We work with families to develop specific care plans for their child as needed.  
• The foods we serve do not contain peanuts/tree nuts, and we request that families also avoid sending foods containing peanuts/tree nuts. Please be aware that some products commonly substituted for peanut butter contain tree nuts, including almond butter and Nutella. 
• If a child brings a food containing peanuts/tree nuts for lunch and/or snack, our staff will provide an alternate supervised space for the child to eat if there is a known allergy in their assigned group to avoid the potential risk of exposure. Due to the sharing of materials and equipment throughout the program, we will require handwashing after any peanut/tree nut products are eaten, even if no children with nut allergies are in their assigned group.
• We recommend that families label containers with foods resembling nut products (WOWBUTTER and SunButter, for instance) so that staff are aware of the ingredients and do not mistake the food item as containing nuts. 
• Most packaged food products are labeled with verbiage cautioning that food “may contain traces of nuts” or “may be made in facilities or on equipment that processes nuts” so we do expect that some packaged products sent with children for lunch and/or snack may contain that messaging. We do not require children to eat these foods in a separate space since nuts are not listed as an ingredient. 
• If the child attends a program that provides food (afterschool snack, for instance), families may request that an alternative snack be provided to avoid a specific allergen (e.g., eggs, milk, wheat). We will make every effort to accommodate these requests but cannot guarantee that every request will be fulfilled. Alternatively, the family can provide their own snack from home.