AEA Hutto, LLC

MORNING DUTIES:

• Clock in at the computer

• Sign in on front desk computer

• Login to your account the AEA app via the web browser

• Call each classroom to check ratios – to ensure the APP is correct

• Make sure everyone is clocking in via the computer

• There will be times where you have to manually clock in students due to the internet not working or grandparents dropping off or picking up

• You may also have to manually clock in students if there is a long line to check in

• Make sure teachers are arriving on time, clocking in and picking up their children right away.

• Plan out the day around call outs or time off’s and have a plan for lunch break coverage and coverage when staff needs to go home (see staffing sheet)

PHONE PROCEDURES: Your phone etiquette is SO important to ensure you are friendly, warm and helpful. If you don’t have an answer, let them know you will find one and give them a call back. This is their first impression of the school if they are a new, potential family. We will be providing a tour guide and phone etiquette guide.

• “Good Morning/Good Afternoon Amazing Explorers Academy (Location), (Your Name) speaking, how can I help you?”

• Answer all phone calls – write down all phone calls in the Phone Log Book

• If there are messages for any of the administrators – please write them down and place on their desk or hand to them directly. 

• If there is a call for someone – press PARK 1 or PARK 2 to put them on hold. 

• All other important information – Student info, teacher conversations, notes. Write in the communication log book. It is very important to have everything well documented

• If you are unsure about something – always tell the parent that you will let administration know and they will follow up. Make sure they are aware of all aspects of the situation, so they know what bases to cover.

Pink Slips (if sending a child home sick):

• As per our policy, we send home children and PINK SLIP them for the following

• Vomiting, Temp 101+, 3x Diarrhea, Pink eye (we are not doctors but if it looks like pink eye, send home)

• The pink Slips says 24hour and they may return. In actuality, they CANNOT return the next day UNLESS they have a doctor’s note clearing them to come back

• Parents have 45min to pick up their sick child. If they are going to take longer, they need to let us know that.

AFTERNOON DUTIES:

• Front desk needs to be picked up and clean at all times

• Make sure to get all of the accident reports signed by parents and give any paperwork to parents that is at the front desk (it must be signed the day of – it’s considered a legal document and a DCF violation if not signed)

• Make sure folders, promotional pamphlet and registration packets are prepared

• Make sure the copy bin is empty before you leave, place any copies in the teachers folder

• Laminate materials that needs to be laminated (you do not have to do this everyday)

• Check ID’s when someone you do not recognize is picking up and does not have a QR code for the clock in the computer. Look up the child's last name and check if that person is on the pickup list. There is a possibility that the person is on the registration form in the hard file – please check that, and if they are not on the list you must contact mom or dad to verify.

Accident Reports

• You do not have to do this for every single accident report but it is pertinent that you have the correct information when it comes to reports, so it may be necessary to check the cameras for incidents such as biting, hitting, or acting out

• It is important to call on accident reports, especially neck and above and any bite. 

• Example: If there is a bite – Make sure you know whether or not if it broke skin, location of bite, what was going on that the incident occurred, and what actions were taken.

• If the teacher did not witness the incident, this is where it is especially important to watch the cameras. Write down camera number, and time on the camera during the incident, in case the parent would like to see the video as well

*** We cannot deny a parent from wanting to view the cameras but it is absolutely important for you not to share the names of any other students involved. You will have many parents ask “well who did it” and that is not something we can legally share with them. If they have questions about that policy, they will need to speak to the director.

• Make sure to read all reports. There are some cases where the report will need to be rewritten as it either did not read properly or the incident was not how it happened after watching the cameras. A director will also read the reports and sign them before the parent signs them.

** ALL REPORTS MUST BE SIGNED**

General:

• Closing procedures are listed

• Important Cell phone numbers, Fire alarm procedures, other important info are located above the phone as well.

• Classroom information can be found in the binder labeled as such – this includes, what parents need to bring in for their child, classroom roster, and schedule

• A Child will need a doctors note if the parent is wanting us to apply sunscreen, bug spray, or anything else that we are unable to do by DCF rules without a note

• The baby room cannot have blankets as per DCF

• The Flyers should all be done with the AEA logo on them. They are located in the dropbox for the Director’s to create and edit

• Make sure every Friday evening that the face to name sheets are printed for the teachers to pick up at the front desk Monday morning (5 per classroom for the whole week)

• Please tidy up the front desk, break room and sick room to ensure it’s clean, neat and organized 

Medicine:

• Parents bring in medicine that is labeled in the original container/box with the prescription information on it. It must say AS DIRECTED not as needed.

• Make a copy of this prescription

• Parent must fill out and SIGN medical form

• The Medical form with a copy of the prescription must be but in Medicine Binder

• Please inform the teacher of when the medicine needs to be given

• This is done by the front desk unless noted otherwise.

• Items such as Sunscreen and gas drops may be given in the classroom but the front desk must have a copy of all the above info for the medicine binder AND the class must have the forms as well

• Please write down in either the communication book or the ratio count sheet at what time the student needs medicine. (if you are not here someone else can do it)

• When medicine is administered, please sign Medicine form

** If the child has an allergy, please let the directors know. This information must be put in the AEA app and the child will need to be added to the allergy list for the classroom. The teacher also needs to be made aware

Food: We are a peanut/nut free school

• We provide Morning Snack, Lunch, Afternoon Snack

• There is a monthly menu that the parents receive via email with the newsletter

• You will help the Cook create these menus on a monthly basis

• They must be done monthly a week and half before the new month

• Parents may bring their own food, and it needs to be labeled first and last name and must be healthy options

• If the child is here before 8am, parents are able to bring in breakfast. Dry items such as cheerios and waffles. We have nutrigrain bars if they would like.

• Sippy cups are only to be brought from home if they are labeled first and last name. This is a licensing violation if they are not labeled daily

• We are a peanut free school.

• A child may have a general nut allergy, but they will need to be made aware that other students are able to bring in almond milk for their dairy allergy

• PLEASE give Ms. Yara the food order from the cook by Monday evening

Visitor Log/Tours

• All tours need to be logged into the AEA app with as much information as possible. 

• Double check with administration to see if they are available for the tour when scheduling them over the phone.

• There will be “Walk-in” tours. We try to accommodate every tour, so see if there is someone available to do the tour before scheduling them for another time

• When someone comes in for a tour – ask for their ID to verify who they are.

• If a family was referred, and any other information that will be beneficial for administration to recognize who the family is, please log this information in the notes section in the APP. We give referral discounts so we need to know this information.

• We usually do not give out the registration packet until the end of the tour, when the family comes up and asks questions and the packet can be reviewed by whoever is completing the tour when they are wanting to secure the spot.

Registration Packet

• Please familiarize yourself with the registration packet

• In order to put someone on a waiting list or “hold” their spot, they must either enroll via the AEA website, or must get at least the Registration FORM completed and signed (back and front) in person to be able to enter the child in the App.

• The entire packet is necessary for the child to start, all must be signed including their immunization and physical record. 

• In the packet there is a form that says stuff about the Parent Handbook that must be signed. Families do not receive the Parent Handbook until after they are completely registered.

• Usually administration will go over the packet with the family after their tour. You will need to know what is in the packet in case administration did not complete the tour, you will have to go over paperwork.

** If someone comes in just wanting quick information, do not give them a registration packet, give them the information advertisement pamphlet and print a price sheet to put inside.

Child Files

• Please check the child files to ensure the immunization and physical records are not expired. Please check this at the beginning of every month and pull files that are about to expire. This must be done monthly to ensure we don’t have children out of compliance.

• Call and/or email the families to let them know their child’s records are expiring and that we need a new one on or before the expiration date.

• Influenza Forms need to be signed every year in August/September by the families. These forms will need to be printed and signed at the front desk.

• Distracted Driver Forms need to be signed every year (twice a year) in September and April.

AEA APP

• Be able to properly log tours into the App

• Be able to enter a child into the App

• Be able to enter an employee in the App

• Be able to adjust teacher time cards if need be

• All teachers must have the following logged in the AEA App under expirations:

• Bloodborne Pathogens – DCF form

• Child Abuse and Neglect – DCF form

• Fire Extinguisher Training

• CPR Training

• First Aid Training

• Bloodborne Pathogen Training

• Fingerprints

• CDA (if expires)

• Bus Physical (if applicable)

• All children must have the following logged in the AEA App under expirations:

• Influenza (expires yearly – to be signed every August/September)

• Distracted Driver (signed twice a year every September and April)

• Immunization Record (must not be expired)

• Physical Record (must not be expired)

• Input payment information for a family