École St Gérard BASP
WELCOME
TO ÉCOLE ST. GERARD BASP
Welcome to Little Patch of Heaven’s École St. Gerard Before & After School Program. Our goal is to provide a safe, welcoming, inclusive, and caring environment where children can learn, play, build friendships, and feel a sense of belonging before and after the school day.
This Parent Handbook provides families with important information about our program, including hours of operation, attendance, fees, health and safety, behaviour guidance, emergency procedures, parent responsibilities, and program policies. We ask all parents and guardians to review this handbook carefully.
OUR PROGRAM
Little Patch of Heaven’s École St. Gerard Before & After School Program provides supervised care for school-age children before and after regular school hours.
Our program supports children through a balance of structured activities, free play, physical activity, creative experiences, social interaction, and opportunities to relax after the school day.
Children are encouraged to develop independence, responsibility, positive relationships, respect for others, and a sense of belonging in a safe and inclusive environment.
PROGRAM
HOURS & LOCATION
Location
École St. Gerard School
205 Montreal Avenue North
Saskatoon, Saskatchewan
Program Hours
Before School: 7:30 AM – 8:55 AM School Start
After School: School Dismissal 3:30 PM – 6:00 PM
School Days Only
The program operates according to the school calendar. The program is closed on statutory holidays and other designated closure dates.
ENROLMENT & REGISTRATION
Enrolment is available to school-age children attending École St. Gerard, subject to program capacity and availability.
A child’s enrolment is not considered complete until all required registration information and program agreements have been submitted and accepted.
Parents/guardians are responsible for ensuring that all information provided to the program remains accurate and current, including contact information, emergency contacts, authorized pick-up persons, medical information, allergies, and any information necessary for the safe care and supervision of the child.
Parents/guardians must notify the program promptly when any information changes.
ENROLMENT & REGISTRATION
REQUIRED REGISTRATION INFORMATION
Before a child begins attending the program, parents/guardians must provide all required registration information, including:
• Child’s full legal name and date of birth
• Parent/guardian names and current contact information
• Home address
• Emergency contact information
• Authorized pick-up persons
• Relevant medical information, allergies, and health concerns
• Any medication or emergency-care information required for the child
• Information about additional support or accommodation needs that may affect the child’s care and participation
• Signed parent/guardian consents and program agreements, where applicable
Changes to Information
Parents/guardians are responsible for notifying the program promptly of changes to telephone numbers, addresses, emergency contacts, authorized pick-up persons, medical information, or other information relevant to the child’s safety and care.
SERVICE PLANS & MONTHLY FEES
Full-Time Care — $375/month
Before and after school care, Monday to Friday on regular school days, subject to the program calendar.
Morning Only — $250/month
Care during the program’s morning hours only.
Afternoon Only — $250/month
Care during the program’s afternoon hours only.
Flexible Plan — $200/month
Up to 10 days of care per month. Advance booking is required and all requested days are subject to available program space and staffing.
Fee Policy
Monthly fees reserve the child-care arrangement agreed upon between the program and the parent/guardian. Fees are not calculated solely according to actual attendance unless otherwise stated in the written child-care agreement.
Additional charges will only be applied where disclosed in this Parent Handbook or agreed to in writing.
PAYMENT TERMS
Payment Due Date
Monthly fees are due on the first day of each month, in advance of services.
Payment Method
E-transfer: patchofheaven02@gmail.com
Late Payment Fee
A $75 late payment fee applies when the monthly payment becomes overdue.
Continuing Late Payment
An additional $10 per day applies for each day the account remains unpaid.
Late Pick-Up
Late pick-up charges are governed by the Late Pick-Up Policy contained in this handbook.
Timely payment and pick-ups are important to maintaining stable staffing and uninterrupted program operations.
ATTENDANCE & ABSENCES
Attendance
Parents/guardians are responsible for ensuring that the program has accurate information regarding their child’s expected attendance.
Absences
If a child will not attend the program on a scheduled day because of illness, an appointment, vacation, participation in a school activity, or another reason, the parent/guardian must notify the program as soon as reasonably possible.
School Attendance Changes
Parents/guardians must notify the program if their child will not require after-school care because the child was absent from school, was picked up early, is attending an extracurricular activity, or has made other arrangements.
Fees During Absences
Monthly fees reserve the child’s agreed care arrangement. No refund, credit, or reduction in monthly fees is provided for a child’s absence due to illness, vacation, appointments, extracurricular activities, or other personal absences, unless otherwise agreed to in writing.
Unexpected School Closure or Program Disruption
If the school or program must close because of severe weather, an emergency, loss of essential services, a public-health direction, or circumstances beyond the program’s reasonable control, families will be notified as soon as reasonably possible.
ARRIVAL, DISMISSAL & AUTHORIZED PICK-UP
Arrival – Before School
Parents/guardians are responsible for ensuring that their child is safely delivered to the program and received by program staff. Children must not be left unattended before program staff have assumed supervision.
Transfer to School
At the end of the before-school program period, children will be released to the school in accordance with the established school/program procedure. Program responsibility ends once the child has been transferred to school supervision.
After-School Dismissal
Children registered for after-school care are expected to report directly to the designated program area following school dismissal. Parents/guardians must notify the program in advance whenever their child will not be attending after-school care.
Authorized Pick-Up
Children will only be released to a parent/guardian or another person authorized by the parent/guardian. Parents must keep their authorized pick-up information current.
Identification
Program staff may request government-issued photo identification from any person picking up a child when the individual is not known to staff. A child will not be released if staff cannot reasonably verify that the individual is authorized to pick up the child.
Changes to Pick-Up Arrangements
Parents/guardians must notify the program directly of changes to normal pick-up arrangements. A child’s verbal instruction alone will not be accepted as authorization for a different person to pick them up.
Custody and Access
The program will follow applicable custody or access arrangements when the program has been provided with relevant current documentation. Parents/guardians are responsible for promptly providing updated documentation when arrangements change.
Safety Concerns at Pick-Up
If staff reasonably believe that releasing a child may place the child at immediate risk, staff will prioritize the child’s safety and follow applicable emergency procedures, which may include contacting another authorized person or emergency services when necessary.
Program Closing Time
Children must be picked up no later than 6:00 PM. Late pick-ups are subject to the Late Pick-Up Policy and applicable charges outlined in this handbook.
LATE PICK-UP POLICY
Closing Time
The program closes at 6:00 PM. Parents/guardians are responsible for arranging for their child to be picked up and signed out no later than the program closing time.
Late Pick-Up Charges
A late pick-up fee will apply when a child remains in care after 6:00 PM. The late fee is intended to cover additional staffing and operating costs resulting from care beyond scheduled program hours.
Late Pick-Up Fee:
$1.00 per minute, per child, after 6:00 PM.
Late pick-up fees are payable directly to the program and may be added to the family's account.
Parent Contact
If a child has not been picked up by closing time, staff will attempt to contact the parent/guardian. If the parent/guardian cannot be reached, staff may contact individuals listed as authorized emergency contacts.
Unable to Contact Parent/Guardian
If staff cannot reach a parent/guardian or authorized emergency contact and the child remains in care for an extended period, the program will follow its child-safety and emergency procedures and contact the appropriate authorities when necessary.
Repeated Late Pick-Ups
Repeated late pick-ups may result in a meeting with the parent/guardian, a review of the family's child-care arrangement, and, where the issue continues, termination of services in accordance with the program's termination policy.
Exceptional Circumstances
Parents should contact the program as soon as possible when an unexpected emergency may cause a late pick-up. Notification does not automatically waive the late fee.
ATTENDANCE & ABSENCE POLICY
Regular Attendance
Parents/guardians are responsible for ensuring that their child attends according to the care schedule agreed upon with the program. Regular and predictable attendance helps the program maintain appropriate staffing, supervision, and daily planning.
Reporting an Absence
Parents/guardians must notify the program as soon as possible whenever their child will be absent. For after-school care, the program should be notified before school dismissal whenever possible.
Unreported Absence
If a child who is expected to attend after-school care does not report to the program and no absence has been reported, staff will take reasonable steps to determine the child’s whereabouts. This may include contacting the parent/guardian and, where appropriate, confirming information with the school.
School Attendance
The school and the Before & After School Program operate separately. Parents/guardians remain responsible for notifying both the school and the program, when required, regarding their child’s absence.
Changes to Scheduled Care
Parents/guardians must provide reasonable advance notice of changes to their child’s regular attendance schedule. Approval of additional or changed days is subject to available program capacity and staffing.
Absence Due to Illness
Children who are ill must remain home when their condition prevents comfortable participation in the program, requires care beyond what staff can reasonably provide, or may pose a health risk to others. The program's Health & Illness Policy applies.
Fees During Absences
Monthly fees reserve the child's agreed care arrangement. Fees remain payable during absences, including illness, family vacation, appointments, or other days the child does not attend, unless otherwise stated in the family's written agreement.
School Closures and Non-School Days
Regular BASP service is provided on designated school days according to the program calendar. Parents will be informed separately when care is available for professional-development days, school breaks, or other non-school days. Additional fees may apply when such care is offered.
HEALTH, ILLNESS & EXCLUSION POLICY
Health and Well-Being
The health and safety of all children and staff are a priority. Children must be well enough to participate comfortably in the program's regular indoor and outdoor activities.
When a Child Should Remain Home
Parents/guardians must keep a child home when the child has symptoms or a condition that may pose a health risk to others, prevents the child from participating comfortably in regular activities, or requires a level of individual care that program staff cannot reasonably provide while supervising the group.
This may include vomiting, diarrhea, fever accompanied by other symptoms, unexplained rash, significant lethargy, difficulty breathing, or symptoms of a communicable illness.
Illness During Program Hours
If a child becomes ill while attending the program, staff will provide appropriate supervision and contact the parent/guardian. The parent/guardian or an authorized person may be required to pick up the child as soon as reasonably possible.
Emergency Medical Situations
If a child requires urgent medical attention, staff will take appropriate emergency action, including calling 911 when necessary. Parents/guardians will be contacted as soon as reasonably possible.
Communicable Illness
Parents/guardians should inform the program when their child has been diagnosed with a communicable illness that may affect other children or staff. The program will follow applicable public-health requirements and directions concerning exclusion, notification, and return to care.
Returning to the Program
A child may return when they are sufficiently recovered to participate safely and comfortably in regular program activities and any applicable public-health exclusion requirements have been satisfied.
Allergies and Medical Conditions
Parents/guardians must provide current information regarding allergies, medical conditions, dietary restrictions, and other health needs that may affect their child's care. The program must be notified promptly when this information changes.
Emergency Health Information
Parents/guardians are responsible for ensuring that emergency telephone numbers and relevant health information remain accurate and current throughout the child's enrolment.
MEDICATION & EMERGENCY MEDICATION POLICY
Medication Administration
Medication will only be administered when necessary for a child while attending the program and when the required parent/guardian authorization and medication information have been provided.
Parent/Guardian Authorization
Parents/guardians must provide written authorization before program staff administer medication. Instructions must clearly identify the child, medication, dosage, time or circumstances for administration, and any other relevant directions.
Prescription Medication
Prescription medication must be provided in its original pharmacy-labelled container. The label must clearly identify the child, medication name, dosage, and administration instructions.
Non-Prescription Medication
Non-prescription medication will only be administered in accordance with program requirements and appropriate written parent/guardian authorization. Medication must be supplied in its original labelled container.
Emergency Medication – EpiPens and Inhalers
Children who require emergency medication, including an epinephrine auto-injector or rescue inhaler, must have the medication readily accessible to authorized staff while the child is in care. Parents/guardians must provide current written instructions or an emergency-care plan when required.
Storage and Accessibility
Medication will be stored safely and appropriately while remaining accessible to staff when required. Emergency medication will not be stored in a location that could cause an unreasonable delay during an emergency.
Medication Records
When medication is administered by program staff, appropriate documentation will be completed, including the medication administered, dosage, date and time, and other information required by the program.
Expired or Changed Medication
Parents/guardians are responsible for replacing expired medication and informing the program immediately of changes to medication, dosage, medical instructions, or the child's health-care needs.
Medical Emergency
In a medical emergency, staff will provide appropriate first aid within their training, administer authorized emergency medication when applicable, and call 911 when emergency medical assistance is required. The parent/guardian will be contacted as soon as reasonably possible.
BEHAVIOUR GUIDANCE & POSITIVE DISCIPLINE POLICY
Positive Guidance Approach
The program uses positive, respectful, and developmentally appropriate guidance practices. Children will be supported in developing self-control, problem-solving skills, responsibility, respectful communication, and positive relationships with others.
Program Expectations
Children are expected to treat other children, staff, school property, program materials, and personal belongings with respect. Staff will clearly explain expectations and provide reminders appropriate to the child's age and development.
Guidance Strategies
Staff may use redirection, positive reinforcement, discussion, natural and logical consequences, problem-solving, conflict resolution, choices, and temporary removal from an activity when appropriate. Guidance will focus on helping the child understand the behaviour and develop more appropriate ways of responding.
Prohibited Discipline
The program does not permit physical punishment, corporal punishment, humiliating or degrading treatment, verbal abuse, threats, intimidation, withholding basic physical needs, or disciplinary practices that could harm a child's physical or emotional well-being.
Aggressive or Unsafe Behaviour
Hitting, kicking, biting, bullying, threatening behaviour, intentionally damaging property, leaving the supervised area without permission, or other behaviour that creates a significant safety risk will be addressed promptly.
Staff will first take reasonable steps to protect the child and others, de-escalate the situation, and help the child regain appropriate control.
Parent/Guardian Communication
Parents/guardians will be informed when significant or recurring behavioural concerns affect their child's safety, participation, or the safety and well-being of others. Staff and parents will work together to identify appropriate strategies and supports.
Individual Support
Where appropriate, the program may work with the family and relevant professionals to develop reasonable strategies or accommodations that support the child's successful participation, considering the program's available resources, staffing, environment, and ability to maintain safe supervision.
Serious or Repeated Behavioural Concerns
When behaviour continues despite reasonable guidance and support, the program may request a meeting with the parent/guardian and establish a written behaviour or safety plan.
If a child's behaviour creates an ongoing serious safety risk that cannot reasonably be managed within the program, services may be suspended or terminated in accordance with the program's termination policy and applicable requirements.
EMERGENCY PROCEDURES & EVACUATION
Emergency Preparedness
The program maintains procedures to respond to emergencies that may affect the safety of children and staff. Depending on the situation, procedures may include evacuation, shelter-in-place, lockdown, contacting emergency services, or following directions provided by École St. Gerard School or emergency authorities.
Emergency Evacuation
If evacuation is required, staff will supervise children and move them to the designated safe location according to the applicable emergency procedure. Attendance will be checked to ensure all children in the program are accounted for.
School Emergency Procedures
Because the program operates within École St. Gerard School, the program will follow applicable school emergency procedures while using the school premises, including evacuation, lockdown, shelter-in-place, or other emergency directions.
Emergency Contact With Families
Parents/guardians will be notified as soon as reasonably possible when an emergency materially affects their child's care, safety, normal pick-up arrangements, or program operations.
Emergency Medical Assistance
When a child requires urgent medical assistance, staff may provide first aid within the scope of their training and call 911 when necessary. Parents/guardians will be contacted as soon as reasonably possible.
Emergency Relocation
If children cannot safely remain at or return to the regular program location, they may be moved to a designated emergency relocation location. Parents/guardians will be provided with instructions regarding where and how to pick up their child.
Release of Children During an Emergency
Children will only be released to their parent/guardian or another authorized person unless emergency authorities direct otherwise. Identification may be requested before a child is released.
Emergency Contact Information
Parents/guardians must ensure that the program always has current telephone numbers, emergency contacts, authorized pick-up information, and relevant medical information.
Program Closure
The program may close when conditions make continued operation unsafe or impractical, including severe weather, loss of essential services, school closure, public-health direction, or another emergency beyond the program's reasonable control. Families will be notified as soon as reasonably possible.
ACCIDENTS, INJURIES & INCIDENT REPORTING
Minor Injuries
Minor injuries such as small cuts, scrapes, or bumps will be attended to by program staff using appropriate first-aid procedures. The child will continue to be monitored, and the parent/guardian will be informed when appropriate.
Serious Injury or Medical Emergency
If a child experiences a serious injury or medical emergency, staff will provide appropriate first aid within the scope of their training and will contact 911 when emergency medical assistance is required. The parent/guardian will be contacted as soon as reasonably possible.
Parent/Guardian Notification
Parents/guardians will be informed of significant accidents, injuries, illnesses, or incidents involving their child. Depending on the seriousness of the situation, notification may occur immediately or at pick-up.
Incident Documentation
The program will document accidents, injuries, or significant incidents when required. Parents/guardians may be asked to review or acknowledge an incident report.
Head Injuries
Parents/guardians will be notified when a child sustains a significant blow or injury to the head. Staff will monitor the child and seek emergency medical assistance when symptoms or circumstances indicate that urgent assessment may be necessary.
Incidents Involving Another Child
When an incident involves more than one child, the program will communicate relevant information to the families involved while respecting the privacy and confidentiality of other children and families.
Serious or Unusual Incidents
Serious incidents will be managed and reported in accordance with applicable program, school, licensing, or government requirements.
Emergency Contact Information
Parents/guardians are responsible for keeping all emergency contact and medical information current so that they can be reached promptly when an accident, injury, or emergency occurs.
NUTRITION, SNACKS & FOOD SAFETY
Snacks
The program may provide snacks during scheduled program hours. Snacks will be planned with consideration for nutrition, food safety, known allergies, and dietary restrictions communicated to the program.
Food From Home
Parents/guardians may be required to provide food or snacks for their child depending on the child’s needs and program arrangements. Food brought from home should be clearly labelled with the child’s name and stored appropriately.
Allergies & Dietary Restrictions
Parents/guardians must inform the program of all known food allergies, intolerances, dietary restrictions, and medically required dietary needs. This information must be kept current throughout the child’s enrolment.
Severe Food Allergies
When a child has a severe or potentially life-threatening allergy, parents/guardians must provide the required emergency medication and current emergency-care information. Staff will follow the child’s documented emergency procedures.
Food Sharing
Children may be discouraged from sharing food to reduce the risk of allergic reactions and other food-safety concerns.
Safe Eating & Supervision
Children will be appropriately supervised while eating. Staff will encourage safe eating practices and age-appropriate hygiene, including handwashing before eating.
Special Events & Treats
Families should contact the program before bringing food for birthdays, celebrations, or special events so that allergy, dietary,
and food-safety requirements can be considered.
Water
Children will have reasonable access to drinking water during program hours and are encouraged to bring a clearly labelled reusable water bottle.