member/parent orientation guide parent...membership/registration ... at least one parent must attend...

Parent Member Orientation Guide

MEMBER/PARENT ORIENTATION GUIDE

2900 South Park Drive, SW Birmingham, AL 35211

2501 Clarendon Avenue, Bessemer, AL 35020 Phone: (205) 923-3377

Fax: (205) 923-0777 E-mail: aggbgc.org

Revised January, 2015

http://aggbgc.org/


TABLE OF CONTENTS MISSION STATEMENT ......................................................................................................................................................... 5

WHAT IS THE A. G. GASTON BOYS & GIRLS CLUB? .............................................................................................. 5

HISTORY OF THE CLUB ...................................................................................................................................................... 5

Statement of Policy .............................................................................................................................................................. 5

Boys & Girls Clubs of America and United Way Affiliation ............................................................................ 5

Club Hours ................................................................................................................................................................................ 6

Membership/Registration ............................................................................................................................................... 6

Refunds/Transfer Policy .................................................................................................................................................. 7

Membership Cards & Replacements Cards ............................................................................................................ 7

Mandatory Orientations ................................................................................................................................................... 7

Open Door Policy .................................................................................................................................................................. 7

Pick-up Policy ......................................................................................................................................................................... 8

Inclement Weather Policy ................................................................................................................................................ 8

Medical/Injury ....................................................................................................................................................................... 9

Rules/Regulations ................................................................................................................................................................ 9

Discipline Policy .................................................................................................................................................................. 10

Dress Code: ............................................................................................................................................................................. 11

FIELD TRIP POLICY ..................................................................................................................................................... 11

PERSONAL ITEMS ........................................................................................................................................................... 11

SNACKS AND LUNCH ................................................................................................................................................... 12

Club Rental ............................................................................................................................................................................. 12

Club Member Insurance Policy ................................................................................................................................... 12

COMPUTER, INTERNET, AND E-MAIL USUAGE RULES .................................................................................... 13

USER AGREEMENT/PARENT PERMISSION FORM .............................................................................................. 14

Parent Orientation Acknowledgement Form ...................................................................................................... 15


MISSION STATEMENT To inspire and enable young people of Birmingham Metro Area, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible and caring citizens.

WHAT IS THE A. G. GASTON BOYS & GIRLS CLUB? The A. G. Gaston Boys & Girls Club has a core focus of providing a safe place to learn and grow, with an opportunity to build ongoing relationships with caring, adult professionals, to have involvement in life-enhancing programs, character development experiences, to bring hope and dreams to the youth that we serve. We provide:

• After School and Summer Camp for youth ages 6-18 • Full-time professional leadership, supplemented by support staff and

volunteers • $ 8.00 annual membership and affordable fees for After School Pick Up Program

and Summer Camp. • Open doors for youth of all races, religions, and ethnic cultures • Has a varied and diversified program that build character and leadership skills,

promote healthy living and wise decisions, introductions to the arts and focuses on FUN!

HISTORY OF THE CLUB The A.G. Gaston Boys & Girls Club was founded in 1966 by Dr. AG. Gaston. He believed that if children were trained at an early age, they would grow into well-rounded productive adults. The A.G. Gaston Boys & Girls Club has been committed to this belief for over 30 years.

STATEMENT OF POLICY A.G. Gaston Boys & Girls Club makes no discrimination in admissions or determination of enrollment on the basis of race, sex, religion, creed, national origin, sexual preference or any other protected group.

BOYS & GIRLS CLUBS OF AMERICA AND UNITED WAY AFFILIATION

A.G. Gaston Boys & Girls Club is a private, non-profit organization affiliated with Boys & Girls Club of America and a United Way of Central Alabama member agency.


CLUB HOURS

AFTER SCHOOL PROGRAMS

Monday-Friday 2:30pm-7:00pm

SCHOOL HOLIDAYS & SUMMER PROGRAMS

Monday-Friday 7:30am-5:45pm

EARLY RELEASE DAYS

Monday-Friday 12:OO pm-7:00pm

MEMBERSHIP/REGISTRATION

HOW TO REGISTER

• A parent or guardian must fill out a membership application (16 or older may fill out their own application).

• Pay an $8.00 membership fee. Membership is good from January 1st to December 31st. Membership is required for participation in any or all programs/activities.

• A parent or guardian must attend an orientation before the new member can start attending.

• Additional Fees Summer Program/Camp - Program fee of $ 250.00 for first child, $ 200.00 for

2nd child, $ 150.00 for every child after. Sport Participation – Varies according to sport. Please see sports manual

for specific guidelines Special Activity / Field Trip Fees – Varies according to special activity/field

trip. Parents/ Guardians will be given information prior to activity and participation is at their discretion.

Priority consideration for registration in the Summer Camp and After School Pick Up Program is given to active members participating at least three (3) days per week, then will be open to other current members and new members.

WHO CAN JOIN?

Any youth aged 6-18 may join the Boys & Girls Club. The Club does not discriminate on any basis, including race, color, gender, national origin, religion, age, sexual orientation, or any other status protected by federal, state, or local law.


REFUNDS/TRANSFER POLICY • Membership and Summer Fees are non-refundable • Memberships are transferable from one A.G. Gaston Boys & Girls Club to another

MEMBERSHIP CARDS & REPLACEMENTS CARDS • Members will receive a membership number that must be given to check in to the

club

MANDATORY ORIENTATIONS At least one parent must attend an orientation for the After School Program and the

Summer Program.

Parents are exempt from After School orientations only if they have had members in the program and have attended orientations for two or more consecutive years.

Exempt parents must still sign and turn in the signature pages acknowledging that they understand all policies and procedures.

OPEN DOOR POLICY

The A. G. Gaston Boys & Girls Club is a drop-in facility and has an open door policy that states:

• Members are not required to attend the club every day, although we encourage attendance of at least 3 days per week.

• Members are advised to stay on club premises; however we cannot legally require a member to stay at the club.

• Teens are the only exception to this policy, in that they are allowed to leave the club without adult supervision, with a preexisting signed parental consent form. The agreement on leaving the club must exist between the parent, member, and the club (see attached form). The form must be submitted to the club before any teen will be allowed to leave the premises.

• The Club is not responsible for the welfare and/or behavior of any member leaving the property with or without parental consent.

• Members will be required to check out each time they leave the club.


PICK-UP POLICY

PARENT PICK-UP A parent or guardian must come into the building to pick-up their member(s).

If a member is not picked within 30 minutes of closing time the local Police Department may be notified.

LATE PICK-UP During school holidays and the summer program, members must be picked up

no later than 6:00pm.

On early Release Days, members must be picked up no later than 7:00pm,

During the after school program members must be picked up no later than 7:00pm.

If not picked up on time, the following consequences will apply at the discretion of the Unit Director

FIRST LATE PICK-UP…. WARNING SECOND LATE PICK-UP..... 1-DAY SUSPENSION THIRD LATE PICK-UP…. 1-WEEK SUSPENSION REPEATED LATE PICK-UPS. POSSIBLE EXPULSION

There may be other occasions when the Club will have to close early. Parents will be notified in advance if such occasions occur.

INCLEMENT WEATHER POLICY

In case of inclement weather, a decision will be made by the President /CPO and related to the Unit Director about whether or not to open the clubs. If the club is open on days when schools are closed due to snow or impassable roads, NO CLUB VEHICLES will be on the road under any circumstances. If the club is open, and conditions worsen, the Unit Director will consult the CPO/President immediately to determine whether or not the club should close early.


MEDICAL/INJURY

• The club will administer basic first aid (i.e.: band aids, ice, etc.). • No child will be allowed to remain at the club if they are ill, have been ill and not fully

recovered, or if there is a reasonable assumption that they are ill. Parents should use the utmost discretion when considering whether or not to send their child to the club.

• No staff member is authorized to administer any type of medication. No member should have medication in their possession at the club for safety purposes. The club is not allowed to store or oversee medication of any kind, including non-prescription medication*.

• Please fill out attached Medical Release form authorizing the club to seek treatment for your child in case of serious injury or illness.

Exception: Asthma inhalers may be carried by the member

RULES/REGULATIONS

CODE OF CONDUCT Positive attitudes keep the club fun. Below are some simple guidelines members are expected to follow.

• Respect yourself. • Play fairly and be honest. • Applaud the efforts of others. • Avoid inappropriate language. • Dress appropriately at all times. • Eat and drink in designated areas. • Say only good things about others. • Be respectful of Boys & Girls Club Staff. Staff will be referred to as Mr., Mrs., Miss, or

Ms. As appropriate. • Resolve disagreements in a positive way. • Running allowed in the gym or outside field area. • Listen during appropriate times and assemblies. • Be respectful of other members and their property. • Tobacco, drugs, alcohol and weapons are prohibited. • Take care of your Boys & Girls Club facility, grounds and equipment.

There may be other rules for special events, but on a day-to-day basis, this is the code that we abide by. All AGGBGC staff and members are expected to uphold it, both in and out of the Club.


DISCIPLINE POLICY Minor Offenses: Within one program period or one day.

1st offense* Verbal Warning 2nd offense* Time out (can be in or out of program area depending on how

disruptive the behavior) 3rd offense* Write-up, sent to Unit Director with consideration of being suspended

from program.

• Parents will be notified of all write-ups. • 3 write-ups of minor offenses will result in out-of-club suspension with consideration

of suspension from program • Examples of consequences for minor offenses include, but are not limited to:

1. Clean-up duty 2. Exclusion from a particular program area 3. Exclusion from field trips or other special activities 4. Essays or other writing assignments 5. In-club suspension (exclusion from all program areas) 6. Out-of-club suspension

Major Offenses: • All major offenses can constitute an automatic suspension from the program without warning.

• Major offenses are: 1. Fighting 2. Disrespecting Staff 3. Inappropriate Language (i.e.: cursing, name-calling, or any other explicit language) 4. Stealing 5. Vandalism/Destruction of Property 6. Inappropriate touching/inappropriate sexual behavior

NOTES: • This is only a guideline. Actual consequences are determined on a case-by-case basis and are at

the discretion of the Unit Director.

• If a pattern of ongoing behavior (i.e.: continuous verbal warnings or time-outs for the same offense) is evident, consequences may be given with or without a write-up, and regardless of the severity of the offense.

• The length of a suspension (in or out-of-club) is determined by the severity of the offense and the number of pervious offenses. In general, suspension is 1-5 days.

• Repeated offenses can result in an indefinite expulsion from the club. • Only full-time staff can suspend member. Please be advised that these are only guidelines. Actual consequences are determined on a case-by-case basis and are at the discretion of the Unit Director.

If a pattern of ongoing behavior (i.e.: continuous verbal warnings or time-outs for the same offense) is evident, consequences may be given with or without a write-up, and regardless of the severity of the offense. The length of a suspension (in or out-of-club) is determined by the severity of the offense and the number of pervious offenses. In general, suspension is 1-5 days. Repeated offenses can result in an indefinite expulsion from the club. Only full-time staff can suspend member.


DRESS CODE: The following types of clothing are prohibited:

See-through or mesh clothing, unless worn over other apparel

Garments that expose the midriff

Halter tops and tank tops

Biking or short shorts for youth above the age of 9

Bare feet in the club or on the van

Garments or accessories that display emblems relating to abusive substances, sex, and/or obscenities.

Any type of hats or other head gear (do-rags, bandanas, etc.)

Any gang-related colors or symbols.

Sandals during the summer program.

Unit Directors reserve the right to determine if certain other items of clothing are inappropriate at the club and/or during club field trips or other special events.

FIELD TRIP POLICY

Before any club member participates in a field trip, he/she must have a signed permission slip (see attached travel Permit form) that gives parental consent.

PERSONAL ITEMS

• Lost & found items will be placed in the container by the front desk and all items will be thrown away or donated every Friday.

• Cell phones, game boys, toys, radios, trading cards, etc. are not allowed at the club. If they are brought and then lost or stolen the club will not be held responsible for replacement.

• Telephone usage for club members is not allowed unless it is an extreme emergency. Club members will also not be allowed to come to the phone, the front desk may take a message.


SNACKS AND LUNCH

• The club requires "cash only" for all monies owed. All monies owed to the club must be in correct change. The club is not responsible for making change.

• Vending machines, if available, are for the club members, bring correct hange. • Lunches/snacks are allowed. • Use of the microwave and refrigerator are prohibited. • Food delivery to the club is allowed.

CLUB RENTAL

The club is available to rent out for functions. Please contact the Unit Director for more information.

CLUB MEMBER INSURANCE POLICY

A.G. Gaston Boys & Girls Club provides insurance for uninsured members in the event they are injured at the club or during a club event. This coverage is provided by an outside agency and serves as primary insurance for the uninsured and secondary insurance for insured members. Parents must fill out the insurance claim form with the Unit Director and submit any incurred bills. Claims for medical injuries will not be submitted until the parent has filled out the necessary paperwork in its entirety.


COMPUTER, INTERNET, AND E-MAIL USUAGE RULES

AG. Gaston Boys & Girls Club is pleased to offer club members access to a computer network for electronic mail and the internet. To gain access to e-mail and the internet, all club members must obtain parental permission verified by signatures on the attached form. Should a parent prefer that a student not have e-mail and internet access, use of computers is still possible for more traditional purposes such as word processing.

Club Members Club members are responsible for appropriate behavior on the club's computer network just as they are in other client facilities. Communications on the network are often public in nature. General club rules for behavior and communications apply. It is expected that users will comply with club standards and the specific rules set forth below. The use of the network is a privilege, not a right, and may be revoked if abused. The club members are advised never to access, keep, or send anything that they would not want their parents or staff to see.

What are the rules?

□ Privacy- Network storage areas may be treated like school lockers. The Club Tech Coordinator or Teen Center Coordinator may review communications to maintain system integrity and will ensure that the club members are using the system responsibly.

□ Storage Capacity- Users are expected to remain within allocated disk space and delete e-mail or other material, which take up excessive storage space.

□ Illegal Copying- Club members should never download or install commercial software, shareware, or freeware onto network drives or disks, unless they have written permission from the Technology Director. Club members should neither copy others' work nor intrude their files.

□ Inappropriate Materials o Language- Profane, abusive, or impolite language should not be used to communicate nor should materials be accessed which are not in line with the rules of club behavior. A good rule to follow is never to view, send, or access material you would not want your club staff or your parents to see. Should members encounter such materials by accident, they should report it to the Technology Director immediately.


USER AGREEMENT/PARENT PERMISSION FORM

As a parent or guardian of a member at A.G. Gaston Boys & Girls Club, I have read and understand the attached information regarding the appropriate use of computers at the club, and I understand that this agreement will be kept on file at the club. Please fill out all three (3) sections in this document.

Section A Please check only one:

□ My child can use e-mail and the internet while at the club as outlined in the Rule of Appropriate Use.

□ My child can use the internet only as outlined in the Rules of Appropriate Use.

□ I would prefer that my child not use e-mail nor the internet while at the club.

Section B I understand that, from time to time, the club may wish to publish examples of member projects, photographs of members, and other work on an internet-accessible world wide web server.

Please check only one:

□ My child's work and photographs can be published on the internet.

□ I prefer that my child's work and photographs not be published on the internet.

Section C As a user of the club computer network, my child and I agree to comply with the above stated rules and use the network in a constructive manner. In addition, I understand that all precautions will be taken to ensure my child is protected from inadvertently connecting to an inappropriate site. In the event that an incident does occur, my child will report the incident immediately to the Club Tech Coordinator or Teen Center Coordinator. Member Name: ______________________________________________________ Date ______________ Please print

Parent/Guardian Name: _____________________________________________________ Date _________________ Please print

Parent/Guardian Signature: ____________________________________________________________________________


PARENT ORIENTATION ACKNOWLEDGEMENT FORM

Please complete and return before leaving. A copy will go in each member's file.

I, ______________________________________________________________ have received the Member/Parent Orientation Guide, and have attended an orientation session. I agree to adhere to and abide by the policies of the club as stated in the orientation guide. I also agree to further review club policies with my child(ren), assuming responsibility for their appropriate behavior while in attendance at the A.G. Gaston Boys & Girls Club.

Parent/Guardian Signature

Child' s Name (please print)

Child's Name (please print)

Child'3 Name (please print)


TRAVEL PERMIT FORM

By signing below the parent(s) of the youth agree that neither the AG. Gaston Boys & Girls Club, nor their representatives, shall be held liable for any accidents or misfortunes while in route to, or returning from any A. G. Gaston Boys & Girls Club outing.

The A. G. Gaston Boys & Girls Club must have this permit signed by the parent(s) before the youth is allowed to travel with the club on any outing during the school year and/or summer program.

This form only gives permission for youth to travel with the Boys & Girls Club. A parent’s signature must be on a sign-up sheet for each field trip before the youth will be allowed to attend that field trip or outing. A youth may only attend field trips open to their age group. Some field trips may have limited capacity: these sign-ups will be first come, first served basis. If your child needs any medication, we can only give medication that you have provided in original bottle. You must have filled out a form and include doctor information for this medication. I, _____________________________________________________________ give permission to have my child treated by the medical designate on the field trip and I understand that all reasonable precaution will be taken for my child's safety, and I will not hold the A. G. Gaston Boys & Girls Club or designate responsible for any illness or unforeseen accident. I, _______________________________________________________ the undersigned, do hereby authorize the official/health care designate of the A. G. Gaston Boys & Girls Club to contact directly the person(s) named on this paper, to render such treatment as may be deemed necessary in an emergency for the health of my child. In the event physician(s), or other person(s) named on this paper, or parents are unable to be reached, I give permission to transport my child to the nearest medical facility. Every attempt will be made to reach the parent/guardian or emergency person listed above. Child's Name _______________________________________________________________________________

Parent/Guardian Name ____________________________________________________________________________________

Address __________________________________________________________________________________________________ Birth Date ______________________________________________ Emergency # ______________________________________________

Parent signature _____________________________________________________________ Date ____________________

Date of Field Trip: __________________________________________________________________________

Field Trip Destination: ________________________________________________________________________


MEDICAL INFORMATION FORM

Date Name Grade Age Date of Birth Address Mother’s Name Mother’s Cell Mother’s Work Father’s Name Father’s Cell Father’s Work

Emergency #’s # 1 Name Phone # 2 Name Phone

Health Information Allergies: Medicine Bees Ants Other ________________________________________

Medical Conditions Asthma Diabetes Epilepsy ( seizures) Bleeding

Disorder Eye

Problems Ear

Problems Nose

Bleeds Other:

Medication Taken on Regular Basis

Signature of Guardian/Parent

Child’s Doctor’s Name Doctor’s Address Insurance Company Insurance Number Hospital of Choice

For Administrative Use Only:

□ Copy of Insurance Card Received

□ Medication Equipment Release Form Received

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