Approved Tuition 2024-2025
Tuition Increase taking effect February 1, 2025 for currently enrolled families
The board approved a 4% tuition increase and the creation of new tuition categories for newly enrolling families and approximately a 3% tuition increase for currently enrolled families. The tuition for newly enrolling families will take effect immediately, while the increase for currently enrolled families will take effect on February 1, 2025. If your child will be moving classrooms before the change in tuition, their rate will change to the new, rate for their program in this notice.
Full Time Rates for currently attending families:
Infants (Bubble Buddies and Little Penguins): $2315
Toddler 1 (Playful Pandas): $2250
Toddler 2 (Dancing Monkeys, Rising Stars): $2090
Transition Preschool (new rate): $1980
Preschool (Love Bugs, Busy Bees, Team Lantern)
5 days, full time: $1780
3 days, full time: $1410
5 days, morning only (12:30pm pick up): $1410
School Aged Packages – No Change due to package pricing
To view our published rates for new families, please visit: https://commongroundchildcare.org/tuition
Transition Preschool will be used when:
We create a class to bridge between the Toddler 2 program and the Preschool program
We move children who are still working to become body bosses and have not fully mastered using the potty at school
Infant Feeding Policy
At Common Ground Childcare, we are committed to providing the highest level of care for infants, which includes following best practices for infant feeding. We recognize that on-demand feeding is the most responsive and nurturing approach to meeting an infant's nutritional needs and should be the default feeding method in our center.
Key Points of the Policy:
On-Demand Feeding
We practice on-demand feeding as it allows infants to eat when they show signs of hunger, promoting healthy growth and development. This approach helps infants regulate their own intake, preventing over- or underfeeding.
Infants will be fed when they are hungry, and feeding will stop when they indicate they are full. We will look for and respond to hunger cues, such as rooting, sucking motions, and fussiness.
Parental Preferences
While on-demand feeding is our default method, we respect the wishes of parents who may have different preferences for feeding schedules. If a family requests a specific feeding schedule for their infant, we will document this in the child's care plan and follow the parent's instructions, as long as it aligns with health and safety standards.
Feeding Plans
For each infant, we will collaborate with parents to develop a feeding plan that includes information on the type of milk or formula, any dietary restrictions or allergies, and any specific feeding routines.
These plans will be reviewed and updated regularly to ensure they reflect the infant's changing needs.
Breastfeeding
We fully support breastfeeding at our center. Parents or caregivers who wish to breastfeed on-site may do so in any public area of our facility or in a private area upon request. Breastmilk storage and preparation will be done according to proper handling guidelines to ensure the health and safety of the infant.
Formula Feeding
For formula-fed infants, staff will follow strict guidelines for preparing and feeding bottles. Bottles will be properly labeled and stored, and we will ensure all formula is prepared according to the manufacturer’s instructions or parental guidance.
Documentation
All feedings, whether breastmilk or formula, will be documented in Brightwheel, including the time of feeding and the amount consumed, allowing parents to stay informed about their infant's intake throughout the day.
Our goal is to support each infant's feeding needs while honoring the preferences of their families. We are committed to creating a nurturing, responsive environment that promotes healthy feeding practices.
This policy was last reviewed as of the date of publishing of this post and was last updated on September 30, 2024.
VDH: Communicable Disease Policy
As part of our licensing requirements, we have to notify parents if a child in our care has been exposed to any of the Communicable Diseases in the chart below (linked here). This means that we need your help and participation to keep our center and community safe.
If your child is diagnosed with any of the following, you need to report the diagnosis to the Center as soon as you can. While your physician may give you a return timeline sooner than the ones listed in this chart, please note that Common Ground takes a conservative approach when it comes to protecting our public health and may require that your child stay home longer than what is recommended by your physician or the minimum required in this chart.
Together we will keep our Center healthy and safe!
updated 9/27/2024
Breastfeeding-Friendly Policy
Breastfeeding-Friendly Policy
Common Ground Childcare is committed to creating a welcoming and inclusive environment for all families and staff regarding breastfeeding. We recognize that breastfeeding can be supported by various caregivers, not just mothers. Our policy includes the following commitments:
1. Support for All Breastfeeding Caregivers
We allow public breastfeeding at our center. Our infant rooms have semi-private spaces to feed, and we can provide a comfortable, private space for all individuals who wish to breastfeed or express milk if requested. Private areas will be equipped with a comfortable seat and electrical outlet ensuring privacy and convenience.
2. Milk Storage
Center refrigerators are available for the storage of expressed breast milk. Caregivers must provided clearly labeled containers with their name and date for expressed breastmilk.
3. Sensitivity and Support
We prioritize sensitivity towards breastfeeding caregivers and their babies. Our staff will provide support by allowing opportunities for breastfeeding upon arrival and delaying bottle feeding when possible. Infant formula and solid foods will only be provided if requested.
4. Open Door Policy
Our open-door policy allows caregivers to visit and feed their children at any time, promoting bonding and comfort.
5. On-Demand Feeding
Infants will be fed on demand. Staff will follow each infant's cues for feeding preferences, while keeping families informed about their child’s feeding habits. Please see our Infant Feeding Policy for more information.
6. Staff Training
All staff members receive training on the proper handling and storage of breast milk, as well as how to support breastfeeding caregivers. We adhere to guidelines from the American Academy of Pediatrics and the Centers for Disease Control and Prevention to ensure safety and quality.
7. Flexible Breaks for Employees
Breastfeeding employees will receive flexible breaks to accommodate breastfeeding or milk expression, ensuring they can meet their feeding goals.
8. Breastfeeding Promotion Information
We will display information promoting breastfeeding, including local resources for assistance, to foster a supportive community.
This policy has been updated as of the date of publishing with last changes made on 9/24/2024.
Daily Health Check Procedure
Common Ground Childcare Procedure for Daily Health Observations
Objective:
To ensure the health and safety of every child at drop-off by conducting a daily health observation, as part of the "I Love You" morning ritual greeting inspired by Conscious Discipline, while maintaining compliance with Virginia state childcare licensing standards, Code of Virginia, and subsidy vendor requirements.
Procedure:
Greeting & Observation:
Upon arrival, each child will be greeted warmly with a personalized "I Love You" morning ritual greeting.
During the greeting, staff will visually assess the child's overall health and appearance. This includes checking for:
Unusual marks, bruises, or injuries
Symptoms such as runny nose, coughing, lethargy, rashes, or any other signs of illness
Any changes in demeanor or behavior that could indicate discomfort or illness
Documentation in Brightwheel:
If the child is a "well child" with no visible symptoms, marks, or concerns:
Staff will record “well child” in a Brightwheel “Heath Check” with the “staff only” box checked. No further action is needed.
a temperature should should not be taken or documented for well children
If the child has any visible symptoms, marks, injuries, or appears unwell:
Staff will document these observations in Brightwheel using the “Health Check” and publish the note to parents.
The note should include the following details:
Date and time of observation
Specific symptoms or marks observed
Any comments on the child's behavior or demeanor
a temperature reading if illness is suspected
Parents should be encouraged to monitor the child and provide any relevant updates or explanations if the marks or symptoms have been previously noted.
Parent Communication:
If there is a notable health concern, the teacher or staff member should verbally notify the parent during drop-off.
If necessary, advise parents on the center’s exclusion policies for illnesses as per the Virginia Department of Health guidelines (e.g., fever, vomiting, etc.).
Health and Safety Compliance:
All observations must comply with the Virginia state childcare licensing standards, including observing for signs of communicable diseases as outlined in the Code of Virginia 22VAC40-185-40.
This procedure also aligns with the requirements for state subsidy vendors, ensuring that children receiving care through subsidy programs are adequately monitored for health concerns.
Staff Training:
Staff should be trained in identifying symptoms of common illnesses and communicable diseases in accordance with Virginia's health and safety guidelines.
All staff should be proficient in using Brightwheel for recording health observations, ensuring confidentiality and accuracy in communication.
Review & Reporting:
Daily health observation records will be reviewed regularly by the director or designated health supervisor to ensure compliance and follow-up on any recurring health issues.
In the event of any significant health concerns or patterns, the center will follow up with families and, if needed, notify the local health department as required by Virginia regulations.
By incorporating health observations into the morning greeting ritual, we create a nurturing environment while ensuring that the child's well-being is consistently monitored and communicated effectively.
Allergy Policy
Allergy Policy for Common Ground Child Care
At Common Ground Child Care, we are committed to ensuring the safety and well-being of all children, especially those with known allergies. Our allergy policy complies with Virginia state licensing standards and reflects our commitment to providing a safe environment for all students. This policy is also aligned with the corrective measures outlined in our Intensive Plan of Correction, implemented after the allergic reaction on August 18, 2023.
1. Identification and Documentation of Allergies
Upon enrollment, parents/guardians must provide a detailed list of any known allergies their child has, along with appropriate medical documentation and action plans (FARE card), including necessary medications (e.g., EpiPens).
A list of all children with known allergies will be posted in each classroom and in the food preparation areas. This list will be regularly updated and reviewed by staff.
2. Serving Order for Children with Known Allergies
Primary Approach: Children with known allergies will be served first when meals or snacks are distributed to help minimize the risk of cross-contamination.
Alternative Approach: If it is not feasible to serve children with allergies first, they must be served last to reduce their exposure to potential allergens.
3. Special Snacks and Treats
All ingredient lists for special snacks or treats must be checked by two staff members, including at least one member of the administrative team.
Any allergens in the ingredients will be identified, and staff will review the list of students who cannot consume the item. This information will be communicated verbally and in writing to all staff involved in food service.
Special snacks and treats will be served separately and after regular meals to reduce the risk of cross-contamination.
4. Food Allergy Training for Staff
All staff members will receive at least one hour of training specifically covering food allergies every two years during their employment.
Summer seasonal staff will receive specific food allergy training at the beginning of each summer they are employed. This training will emphasize the risks of allergens, safe food handling practices, and emergency procedures in case of allergic reactions.
5. Emergency Response to Allergic Reactions
Staff must be trained in recognizing the symptoms of an allergic reaction, including but not limited to hives, swelling, difficulty breathing, or anaphylaxis.
In the event of an allergic reaction, staff will follow the child’s individual emergency action plan, administer necessary medications such as epinephrine, and immediately call 911.
Parents/guardians will be informed as soon as possible following any allergic reaction and/or use of medication.
6. Prevention and Cross-Contamination Control
Surfaces and utensils used in the preparation and serving of food will be thoroughly cleaned and sanitized to prevent cross-contamination between allergen-containing and allergen-free foods.
Staff will use separate utensils and serving tools when handling food for children with allergies.
7. Parent Communication
Parents/guardians will be informed of any special snacks or treats brought into the classroom, and their approval will be sought if their child has a food allergy.
In cases where a substitute food item is needed, the child’s parent or guardian may be asked to provide an alternative that meets their dietary restrictions.
8. Ongoing Policy Review
This policy will be reviewed annually or as needed following any incidents involving allergic reactions to ensure that all necessary precautions and updates are in place.
This policy provides a comprehensive framework to ensure the health and safety of children with known allergies at Common Ground Child Care. The last review was done as of the date of publishing of this post with updates made on December 8, 2023.
Handwashing Policy
Hand Washing Policy for Common Ground ChildCare
At Common Ground Child Care, we are committed to maintaining the highest standards of hygiene and cleanliness to ensure the health and safety of children, staff, and visitors. This hand washing policy is designed to meet the requirements of the Virginia state licensing standards and the additional guidelines required for state subsidy vendors.
Purpose:
Proper hand hygiene is essential to preventing the spread of infectious diseases. This policy outlines the procedures that must be followed by all staff, children, and visitors in the facility.
When to Wash Hands:
For Staff:
Upon arriving at the facility.
Before and after preparing, handling, or serving food.
Before and after assisting a child with eating.
After using the toilet, helping a child use the toilet, or changing diapers.
After coming into contact with body fluids (e.g., blood, nasal secretions, vomit, urine, feces).
After handling animals or animal-related materials.
Before and after administering medication or providing first aid.
After handling garbage or cleaning.
Whenever hands are visibly dirty.
For Children:
Upon arriving at the facility.
Before and after eating meals or snacks.
After using the toilet or having their diaper changed.
After playing outside.
After touching animals or animal-related materials.
After sneezing, coughing, or wiping their nose.
Whenever hands are visibly dirty.
Hand Washing Procedure:
Use soap and clean, running water:
Wet hands with clean, running water (warm or cold).
Apply soap and lather by rubbing hands together. Ensure to scrub the back of hands, between fingers, and under nails.
Scrub for at least 20 seconds. A good measure is to hum the "Happy Birthday" song twice.
Rinse hands thoroughly:
Rinse hands under clean, running water to remove soap and germs.
Dry hands:
Use a clean towel or an air dryer to dry hands completely.
Use paper towels to turn off faucets and open doors:
To prevent recontamination, use a paper towel when turning off the faucet and when opening doors after hand washing.
Additional Guidelines:
Supervision for Younger Children: Staff must assist young children who are unable to wash their hands independently, ensuring that they follow the proper hand washing steps.
Hand Sanitizer Use:
Alcohol-based hand sanitizers (at least 60% alcohol) can be used in place of hand washing if soap and water are not available, except when hands are visibly dirty or after using the toilet or handling diapers.
Hand sanitizers should only be used under the direct supervision of staff and should not replace regular hand washing.
Post-Diapering Hand Washing: After diapering a child, staff members must wash their hands and the child's hands thoroughly, even if gloves were used during the diaper change.
Compliance and Enforcement:
Staff will receive training on this hand washing policy during orientation and annually thereafter.
Regular hand washing observations will be conducted to ensure compliance.
Failure to follow the hand washing policy may result in corrective action.
This policy will be reviewed annually and updated as needed to remain in compliance with Virginia state licensing standards and state subsidy vendor requirements. The last review was done the date this post was published. The last changes were made September 10, 2024.
By adhering to this hand washing policy, Common Ground Child Care ensures a healthy, safe, and clean environment for all children and staff
Medication Policy
Medication Policy
Purpose
To ensure the health and safety of children in our care, Common Ground Childcare adheres to the guidelines established by the Virginia Department of Education in regulation 8VAC20-780-510, regarding the administration of medication.
1. Prescription Medications
1.1 Parental Authorization - Form Linked Here
A written authorization from the parent or guardian is required for all prescription medications to be administered at the facility. The authorization must include:
Child’s name
Medication name
Dosage and time(s) to be administered
Duration the medication is to be given
Any special instructions
1.2 Prescription Label Requirements
All prescription medications must be provided in the original pharmacy-labeled container, which includes:
Child's name
Prescription number
Medication name and dosage
Prescription issue date
Directions for use
The prescribing physician’s name
Expiration date
1.3 Storage
Prescription medications will be stored in a locked container, inaccessible to children. Medications requiring refrigeration will be kept in a refrigerator, also in a locked container or in a separate area inaccessible to children.
1.4 Administration
Only designated, trained staff members will administer prescription medications. The medication administration will be documented each time it is given, including the date, time, dosage, and the signature of the administering staff member.
2. Non-Prescription (Over-the-Counter) Medications
2.1 Parental Authorization - Form Linked Here
A written parental authorization is required for all non-prescription (over-the-counter) medications. This authorization must specify:
Child’s name
Medication name
Dosage
Time and duration for administration
Special instructions, if applicable
2.2 Physician Authorization
For certain over-the-counter medications, including but not limited to any medication intended for long-term use, fever reducers, or allergy medications, a physician’s authorization may be required. This authorization must outline the reason for the medication, dosage, and frequency of administration.
2.3 Labeling and Storage
Over-the-counter medications must be in the original container, clearly labeled with the child's name, and must not be expired. Storage of these medications follows the same guidelines as prescription medications, with locked and inaccessible storage to children.
2.4 Administration
Designated, trained staff members will be responsible for administering over-the-counter medications and will maintain documentation of each administration.
3. Emergency Medications
3.1 EpiPens, Inhalers, and Other Emergency Medications - FARE Card Linked Here
For children with conditions such as asthma, severe allergies, or other medical conditions that may require emergency medications, parents or guardians must provide an Action Plan signed by a licensed physician. This plan must detail:
When and how the medication should be administered
Symptoms or conditions warranting administration
Emergency contacts
3.2 Storage
Emergency medications, such as EpiPens or asthma inhalers, will be stored in a location easily accessible to staff but out of reach of children. These medications will accompany the child during off-site activities or evacuations if necessary.
3.3 Training
Staff members responsible for administering emergency medications will receive proper training on how to administer them safely and effectively.
4. Documentation
For every medication administered, the following information will be recorded and kept on file for a minimum of two years:
Child’s name
Name of the medication
Date, time, and dosage administered
Name of the staff member administering the medication
Any adverse reactions or side effects observed
5. Medication Administration Training
All staff authorized to administer medications will complete Medication Administration Training (MAT) approved by the Virginia Department of Education. This training will be updated as required by law.
6. Medication Disposal
Expired or unused medications will be returned to the parent or guardian for disposal. If this is not possible, the medication will be disposed of in accordance with state and local regulations.
7. Parental Responsibilities
Parents are responsible for:
Providing the childcare center with up-to-date and properly labeled medications
Completing and updating authorization forms
Informing the center of any changes in the child's health condition or medication needs
Providing appropriate documentation for long-term medications or emergency medical plans
Policy Review and Updates
This policy will be reviewed annually or whenever there are changes in state regulations to ensure ongoing compliance.
Last Review Date: will be as of the publishing of this post. Last edits were made on September 9, 2024
This policy is in full compliance with the Virginia Department of Education regulation 8VAC20-780-510, governing the administration of medication in childcare centers.
Emergency Preparedness Plan
Emergency Preparedness Plan for Common Ground Childcare
Purpose
This Emergency Preparedness Plan ensures the safety and well-being of children, staff, and visitors at Common Ground Childcare. It complies with 8VAC20-780, the regulations set by the Virginia Department of Education for licensed child day centers, and follows requirements for responding to potential emergencies effectively.
Table of Contents
Roles and Responsibilities
Director
Staff
Parents/Guardians
Emergency Services
Emergency Types and Procedures
Evacuation
Shelter-in-Place
Lockdown
Communication Plan
Evacuation Routes and Assembly Areas
Emergency Supplies and Equipment
Reunification Plan
Training and Drills
Recordkeeping and Review
1. Roles and Responsibilities
Director
Ensure the implementation of the Emergency Preparedness Plan.
Train staff in emergency protocols, ensuring compliance with 8VAC20-780-550.
Keep updated emergency contact information for each child and staff member.
Notify parents and guardians during an emergency and maintain regular communication.
Contact emergency services if necessary and act as the primary point of contact during the emergency.
Staff
Execute emergency procedures as trained, ensuring the safety and well-being of all children.
Escort children to designated areas during evacuations or other emergencies.
Maintain calm and supervise children, ensuring proper headcounts and child safety measures.
Immediately report any injuries or missing children to the director.
Parents/Guardians
Provide up-to-date contact information, including alternate emergency contacts.
Follow the communication procedures outlined in this plan during emergencies.
Comply with the reunification procedures, including identification requirements.
Emergency Services
Local fire, police, and medical services will be contacted when required, and they will assist in emergency responses as needed.
2. Emergency Types and Procedures
Evacuation (Fire, Gas Leak, etc.)
Signal: Fire alarm or verbal directive from the director.
Procedure:
All staff will escort children to the nearest exit, following posted evacuation routes.
Staff take attendance to ensure all children are accounted for before exiting.
Once at the assembly area (designated in Section 4), attendance is rechecked.
The director contacts emergency services and ensures that all children and staff are safe.
Parents/guardians will be notified once children are safely evacuated.
Regulatory Compliance: In accordance with 8VAC20-780-550, children must be evacuated immediately if there is a fire, explosion, or gas leak, with staff trained to handle such emergencies.
Shelter-in-Place (Severe Weather, Hazardous Materials)
Signal: Verbal alert from the director.
Procedure:
Staff move children to interior locations away from windows and doors, using shelter-in-place locations identified in the emergency plan.
Staff lock all doors and windows, turn off ventilation systems if necessary, and ensure all children remain inside.
Director and staff take attendance to ensure all children are present.
Remain in shelter until given the “all clear” by authorities.
Parents/guardians are notified after the emergency situation has ended.
Regulatory Compliance: As per 8VAC20-780-560, this plan ensures the safety of children and staff during shelter-in-place emergencies.
Lockdown (Intruder, Active Threat)
Signal: Verbal alert or lockdown code.
Procedure:
Staff secure the classroom by locking doors, turning off lights, and keeping children quiet and out of sight.
Director contacts local law enforcement and follows guidance from law enforcement officials.
Attendance is taken once the room is secure to ensure all children are present.
Remain in lockdown until the situation is resolved by law enforcement, who will provide an “all clear.”
Parents/guardians will be notified of the lockdown and informed once the situation has been resolved.
3. Communication Plan
During an Emergency:
The director will notify emergency services and parents as soon as it is safe to do so.
Parents/guardians will be contacted via phone, email, and/or text messaging with updates and instructions.
Post-Emergency:
Parents will be provided with detailed information about the emergency, including any injuries or situations involving their children, and any reunification instructions.
Regulatory Compliance: 8VAC20-780-490 requires child day centers to have policies in place for parental communication, especially during emergencies.
4. Evacuation Routes and Assembly Areas
Primary Evacuation Routes
Evacuation maps are clearly posted in all classrooms, common areas, and hallways as required by 8VAC20-780-550.
Children will be evacuated through the nearest and safest exit. Staff are trained to know all exit routes from the building.
Assembly Area
The assembly area is the blacktop area or the church parking lot as an alternative.
If this area is unsafe, an alternate assembly area will be communicated to staff and parents.
If an off-site assembly area is required, we will walk to United Christian Parrish.
5. Emergency Supplies and Equipment
Supplies
Each classroom is equipped with a first aid kit.
The center has emergency kits that include bottled water, non-perishable food, blankets, flashlights, batteries, and a battery-powered radio for communication during long shelter-in-place situations.
Equipment
Fire extinguishers are installed and inspected in compliance with fire safety regulations.
Smoke detectors and fire alarms are installed and maintained according to 8VAC20-780-560.
6. Reunification Plan
After an emergency or evacuation, children will be brought to the designated assembly area.
Parents/guardians must provide a photo ID to pick up their child.
Only individuals listed on the child’s emergency contact form, or with written communication from the parents (email or brightwheel) on the day of pick up, will be permitted to take the child home, as per 8VAC20-780-490.
7. Training and Drills
Staff Training:
All staff members are trained annually on emergency procedures, including evacuation, shelter-in-place, and lockdown procedures.
Staff are also trained in first aid and CPR, as required by 8VAC20-780-240.
Drills:
Fire Drills: Held monthly and documented.
Shelter-in-Place Drills: Held at least twice per year.
Lockdown Drills: Conducted at least once annually.
All drills are recorded with details of the date, time, and effectiveness of the response as required by 8VAC20-780-550.
8. Recordkeeping and Review
The director will maintain documentation of all training sessions, emergency drills, and actual emergency incidents.
The Emergency Preparedness Plan will be reviewed and updated annually, or more frequently as necessary, to ensure ongoing compliance with 8VAC20-780 regulations.
Any updates will be communicated to all staff and parents.
Regulatory Compliance: 8VAC20-780-550 requires an annual review of the emergency plan to ensure its relevance and accuracy.
Approval and Adoption:
This plan has been reviewed and approved by the Director of Common Ground Childcare and is in compliance with the emergency preparedness requirements outlined in 8VAC20-780, effective as of September 9, 2024. The last review of this plan took place as of the date of publishing of this post.
This plan aligns with 8VAC20-780-550 to ensure that Common Ground Childcare meets all Virginia licensing requirements for emergency preparedness, including evacuation, shelter-in-place, and lockdown procedures, as well as staff training and parental communication.
Consistent Care Policy
Policy and Procedure on Ensuring Consistent Staff for Child Groups
Purpose
The purpose of this policy is to ensure that each group of children in our care is assigned a consistent caregiver or team of caregivers. This consistency fosters emotional security, builds strong relationships, and supports the overall well-being of each child. Consistent staffing helps children feel comfortable and promotes trust, attachment, and a sense of safety.
Policy
Consistent Care Teams
Each group of children will be assigned to a specific staff member or team of staff members. These caregivers will be responsible for providing the majority of care, interaction, and supervision for their designated group of children. In the case of staff changes or absences, the center will take all reasonable steps to ensure that familiar staff members remain with the children.Staffing Schedules
The childcare center will create staffing schedules that prioritize consistency. Each staff member will have a set schedule, which will allow children to know and interact with the same caregivers each day.Minimizing Staff Rotation
To reduce confusion and disruption to the children’s routine, the center will minimize staff rotation across different groups of children. Staff will only be reassigned in cases of emergencies, or if required by state regulations, or with proper transition support.Substitute Care
When a primary caregiver is absent, the center will attempt to provide a familiar substitute from the child’s team of regular caregivers. If a new or unfamiliar substitute is required, this substitute will be introduced to the children beforehand whenever possible, and efforts will be made to limit the frequency of changes.Transition Procedures
When transitions between groups or caregivers are necessary, the center will create a transition plan to ensure the child has an opportunity to adjust to the new caregiver or team. This plan may include gradual introductions, joint activities, and collaboration between current and future caregivers to share information about the child’s routines and needs.
Procedure
Staff Assignment
Each child will be assigned to a designated caregiver or team upon enrollment.
The designated caregiver or team will be responsible for primary daily care, including feeding, changing, and supervision.
The caregiver will also handle communication with the child’s family regarding the child’s progress and needs.
Creating a Staffing Schedule
The scheduling coordinator will design a staff schedule that keeps consistent caregivers with the same group of children as much as possible.
Staff members will know their assignments in advance and will maintain regular communication with their group’s co-caregivers.
Substitute Caregiver Protocol
If a caregiver is unavailable (due to illness or vacation), a familiar caregiver from the center will be assigned to temporarily take over the group.
The childcare center will maintain a list of approved substitute caregivers who have had previous interaction with the group of children whenever possible.
Documentation of Caregiver Changes
All caregiver changes must be documented in the child’s file.
Families will be informed in writing of any long-term staffing changes, along with a transition plan if applicable.
Review and Monitoring
The management team will regularly review staff assignments and schedules to ensure the policy of consistent care is being followed.
Feedback from staff and families will be encouraged to identify areas for improvement in maintaining continuity of care.
This policy ensures that consistent caregiving practices are a priority, which ultimately supports a nurturing, stable environment for children in the care center.
This policy satisfies 8VAC20-780-350 F. The center shall develop and implement a written policy and procedure that describes how the center will ensure that each group of children receives care by consistent staff or team of staff members.
Injury Prevention Policy
Purpose:
The purpose of this policy is to create a safe environment for children at Common Ground Childcare by preventing injuries, ensuring ongoing review of any incidents that occur, and providing continuous training for staff members. This policy will help ensure that every child in our care is safe and secure, and that all staff members are equipped to manage safety-related concerns effectively.
Policy Components:
Environment Safety:
All play areas (indoors and outdoors) are regularly inspected for potential hazards.
Equipment and toys should be age-appropriate and regularly maintained to avoid wear and tear.
Safety features like gates, padding on sharp corners, and safe storage of hazardous materials (cleaning supplies, sharp objects) are to be checked daily.
Supervision ratios must always be maintained in compliance with Virginia childcare regulations to ensure adequate supervision at all times.
Injury Prevention:
Staff must ensure the following to prevent injuries:
Children are dressed appropriately for indoor and outdoor play, including footwear that is non-slip.
Children are engaged in age-appropriate activities with attention to physical capabilities.
First aid kits are available in each area, and staff know the location of and how to use emergency equipment.
Emergency contact information is always updated and readily available.
Outdoor areas are checked daily for hazards (e.g., broken equipment, trash, sharp objects).
Proper handwashing and hygiene protocols are followed to prevent the spread of illness.
Incident Reporting and Review:
Immediate Response:
In case of injury, staff will provide appropriate first aid care and comfort the child.
Staff shall fill out the incident report form linked here.
Parents or guardians will be informed as soon as possible.
Serious injuries will be reported immediately to the necessary authorities as required by law.
Incident Documentation:
Every injury, no matter how minor, will be recorded on an Incident Report Form. This form will include details such as the nature of the injury, how it occurred, staff involved, first aid administered, and follow-up actions.
Ongoing Review:
All Incident Report Forms will be reviewed monthly by the admin team.
Injury trends or patterns will be analyzed, and preventive actions will be implemented if recurring issues are identified.
Results from the reviews will be shared with staff regularly for feedback and improvement.
Ongoing Training for Staff:
First Aid Certification:
All staff are required to have current First Aid and CPR certification in compliance with licensing and subsidy standards.
First Aid training sessions will be provided annually for all staff to ensure they are up-to-date on best practices.
Safety Awareness Training:
Staff will undergo regular safety awareness training that covers risk prevention, emergency protocols, and identifying hazards.
Ongoing training will be scheduled quarterly, covering topics such as child behavior management, outdoor safety, injury prevention techniques, and proper use of child safety equipment.
Incident Review & Continuous Learning:
Staff meetings will include a segment dedicated to reviewing recent incidents and discussing preventive measures and lessons learned.
Training programs may be updated based on the findings from incident reviews to address specific areas of concern.
Parental Involvement:
Parents will be informed about the injury prevention measures in place and will be provided with a copy of this policy.
Feedback from parents regarding injury prevention is encouraged and will be considered during policy updates.
In case of any recurring incidents, parents will be informed of new measures being taken to ensure the safety of their children.
Policy Review and Updates:
The Injury Prevention Policy will be reviewed annually to ensure compliance with current safety standards, legal requirements, and best practices in childcare. Updates will be made as needed, especially in response to new safety guidelines or changes in facility equipment.
By maintaining a focus on both injury prevention and ongoing safety improvements, Common Ground Childcare strives to provide a safe and nurturing environment for all children in our care. Annual review was done as of the date of publishing of this post. Last updates were made on September 9, 2024
Staff Acknowledgement:
Playground Safety Procedures
Playground Safety Procedures
1. Active Supervision
Staff must actively supervise children at all times while they are on the playground. The following practices ensure the safety and well-being of all children:
Positioning of Staff:
Staff will be stationed at strategic locations around the playground to ensure maximum visibility and coverage of all areas.
Key positions include near climbing structures, slides, swings, and any other high-activity zones.
Scanning Play Activities:
Staff members are responsible for constantly scanning the playground to monitor all activities.
Scanning should involve visual sweeps of all areas to observe children's actions and detect any potential safety concerns, inappropriate behavior, or risky play.
Circulating Among Children:
Staff should move around the playground and interact with children to maintain a close proximity for immediate assistance.
Rotating among different play areas helps ensure that staff are accessible and that all children are supervised regardless of their location in the playground.
2. Resilient Surface Maintenance
The playground surface must be maintained to prevent injuries from falls. This includes:
Regular Inspections:
Staff should inspect the resilient surface (e.g., rubber mulch, wood chips, or other impact-absorbing materials) at least once a day to ensure it is in good condition.
Any signs of wear, displacement, or hazardous conditions must be reported immediately to management.
Resurfacing and Leveling:
If the resilient surface becomes uneven or compressed, it should be raked or leveled to ensure proper impact absorption.
Areas under swings, slides, and climbing equipment require more frequent attention to maintain an adequate depth of material.
Replacement of Materials:
When surface material becomes too worn or thinned out, fresh material should be added promptly to restore the necessary depth as per safety standards.
A minimum depth compliant with the fall heights of our installed equiptment of resilient material should be maintained under all play equipment.
Weather Considerations:
During inclement weather (e.g., heavy rain or snow), staff should check that the surface remains safe and dry for use. If the surface is compromised, play may be restricted until conditions improve.
These procedures are designed to ensure the playground remains a safe, supervised environment for all children. Regular training for staff will be conducted to reinforce these safety protocols.
An annual review will be done of these procedures and was last done as of the date of the publishing of this post. The last edits were made as of September 7, 2024.
Written Procedures for the Prevention of Shaken Baby Syndrome (SBS) or Abusive Head Trauma (AHT), Coping with Crying Babies, Safe Sleeping Practices, and Sudden Infant Death Syndrome (SIDS) Awareness
Written Procedures for the Prevention of Shaken Baby Syndrome (SBS) or Abusive Head Trauma (AHT), Coping with Crying Babies, Safe Sleeping Practices, and Sudden Infant Death Syndrome (SIDS) Awareness
For Common Ground Childcare
Purpose:
This procedure outlines specific guidelines for Common Ground Childcare staff and caregivers to prevent Shaken Baby Syndrome (SBS) or Abusive Head Trauma (AHT), promote safe strategies for dealing with crying infants, and raise awareness on Safe Sleeping Practices and Sudden Infant Death Syndrome (SIDS). These protocols ensure the well-being and safety of infants under the care of Common Ground Childcare.
1. Shaken Baby Syndrome (SBS) or Abusive Head Trauma (AHT) Prevention
1.1 Understanding SBS/AHT
Definition: Shaken Baby Syndrome (SBS) or Abusive Head Trauma (AHT) is caused by violent shaking or blunt force trauma to an infant, which can result in brain injury, permanent disability, or death.
High-Risk Period: SBS/AHT commonly occurs in infants younger than one year, especially during periods of excessive crying.
1.2 Prevention Guidelines for Common Ground Childcare Staff
Staff Education:
All Common Ground Childcare staff will undergo mandatory training on the dangers of shaking babies, the consequences of SBS/AHT, and the importance of remaining calm and patient during stressful situations.
Handle Crying with Care and Patience:
Staff must always remain calm and never shake a baby in frustration, regardless of how inconsolable the baby appears.
Crying is a natural developmental phase for infants and toddlers, and staff should expect and prepare to deal with it constructively.
Staff Support System:
If a staff member feels overwhelmed, they are encouraged to notify a colleague or supervisor immediately to take a short break.
Common Ground Childcare has designated staff members available for assistance to ensure no caregiver reaches a breaking point.
Prohibited Actions:
Under no circumstances are physical punishment, force, or shaking permitted as a form of response to any child’s behavior, including excessive crying.
2. Coping with Crying Babies
2.1 Crying as Normal Infant Behavior
Crying is a baby's primary form of communication, especially during their first year. It may indicate hunger, discomfort, tiredness, or overstimulation.
2.2 Safe Techniques to Soothe a Crying Baby at Common Ground Childcare
Address Basic Needs:
Ensure the baby is fed, dry, comfortable, and not experiencing pain or discomfort.
Check for common irritants like dirty diapers or excessive heat or cold.
Comfort Strategies:
Staff may try soothing techniques such as gently rocking the baby, offering a pacifier, or speaking to the baby in a soft, calming voice.
Swaddling in a soft blanket (if appropriate for the infant's age and childcare regulations) or gently patting the baby’s back may help to calm them.
Creating a Calm Environment:
Staff will reduce stimuli in the baby’s surroundings, such as loud noises or bright lights, which could be contributing to the baby's distress.
Step Away When Necessary:
If a caregiver feels frustrated, they must place the baby in a safe place (e.g., crib) and take a short break. A supervisor must be notified so another caregiver can assist.
Communication with Parents:
Staff will communicate regularly with parents about any notable patterns of crying or distress that the child experiences, offering support and sharing effective soothing techniques that work during the day.
3. Safe Sleeping Practices for Babies at Common Ground Childcare
3.1 Safe Sleep Guidelines
Back-to-Sleep Position:
Staff must always place infants on their backs to sleep for naps and at night. This position is the safest and reduces the risk of Sudden Infant Death Syndrome (SIDS).
Firm Sleep Surfaces:
All cribs at Common Ground Childcare will be equipped with firm, flat mattresses and fitted sheets. No soft bedding or pillows are allowed.
No Soft Objects in Cribs:
Toys, pillows, blankets, crib bumpers, and other soft objects are strictly prohibited in the sleep area to reduce the risk of suffocation.
Room Temperature Monitoring:
Caregivers will ensure that infants are not overheated while sleeping. Appropriate clothing (sleep sacks or light blankets) will be used, and caregivers will regularly monitor room temperature.
3.2 Monitoring Sleep Times
Infants will be checked at regular intervals during nap times to ensure they are sleeping safely and comfortably.
3.3 Avoiding Unsafe Sleep Environments
Infants should not sleep in strollers, swings, or car seats for extended periods while under care.
Staff must follow established safe sleep practices at all times, even during emergency situations.
4. Sudden Infant Death Syndrome (SIDS) Awareness
4.1 Understanding SIDS
Definition: Sudden Infant Death Syndrome (SIDS) is the sudden, unexplained death of an otherwise healthy infant, typically occurring during sleep.
4.2 Risk Factors for SIDS
Placing infants to sleep on their stomachs or sides.
Use of soft bedding or the presence of loose items in the crib.
Overheating due to excessive clothing or blankets.
Exposure to smoke or secondhand smoke.
4.3 SIDS Prevention Strategies at Common Ground Childcare
Safe Sleep Practices:
Common Ground Childcare will follow strict safe sleep protocols, as outlined in section 3, to reduce the risk of SIDS.
Promote a Smoke-Free Environment:
Smoking is prohibited in or around Common Ground Childcare facilities, and caregivers are instructed to avoid exposure to secondhand smoke in their personal environments.
Regular Caregiver Training:
All staff members will undergo SIDS awareness training, emphasizing the importance of safe sleep practices and recognizing risk factors.
Breastfeeding Support:
Whenever appropriate, staff will support breastfeeding, which is associated with reduced SIDS risk.
5. Training and Education for Common Ground Childcare Staff
5.1 Mandatory Training
Staff Training:
All caregivers at Common Ground Childcare are required to complete training on SBS/AHT, SIDS, safe sleep practices, and coping strategies for crying infants. This training will be conducted upon hiring and refreshed annually.
Ongoing Education:
Educational materials and resources on SBS, SIDS, and safe sleep will be made readily available to staff and families. Staff will be encouraged to review updated guidelines regularly.
Parental Engagement:
Common Ground Childcare will offer educational resources to parents regarding safe sleep practices and SBS/AHT prevention to create consistency between home and childcare environments.
6. Incident Response and Reporting
6.1 Monitoring for Signs of Abuse
Staff will remain vigilant for any signs of potential SBS/AHT, such as unexplained bruising, lethargy, or vomiting. Any suspicion will be reported to the director immediately and followed by a formal report to the relevant authorities.
6.2 Emergency Procedures
In the event a child shows symptoms of head trauma or other medical emergencies, staff will call emergency services immediately and inform the child’s parents. Proper documentation and follow-up will be conducted.
7. Review and Updates
7.1 Annual Policy Review
Common Ground Childcare will review this policy annually and make necessary updates to ensure compliance with the latest research, childcare regulations, and safety standards. The annal review was last done on the date of this post. The last changes were made on September 6, 2024
By adhering to these procedures, Common Ground Childcare aims to provide a safe, supportive environment for all infants in its care, reducing the risk of SBS, SIDS, and other preventable injuries.
Brightwheel Fee Changes and ACH information - effective November 1, 2023
Brighwheel will be making changes to their fees charged for ACH and credit card transactions, as follows:
Payment Processing Fees
We are adjusting payment processing fees in order to lower costs on many transactions and better reflect the costs that brightwheel incurs. Starting November 1, 2023 fees will be:
Bank Transfers (ACH): 0.6% – with a new minimum fee of $0.25 and maximum of $2 (up from $0.60 per transaction)
Credit/Debit Card: 2.95%
Payment fees are a representation of the fees charged by banks and credit card companies, as well as the investments brightwheel makes in security, payment operations, and payment support for schools and families. Brightwheel has never before changed your payment fees, even as our costs have continued to increase each year. And while other companies often add hidden charges (such as chargeback fees, merchant fees, individual transaction fees, etc), we keep rates simple and transparent.
If your families use ACH/bank transfers, it is true that some transactions may go up slightly. The good news is all transactions below $100 will actually see lower fees - as low as 25 cents. This is in direct response to feedback we have received.
We will make sure that any mid-month billing, such as Saturday Hours, donation, book fair, etc will have the same due date a the next tuition payment to avoid multiple fees.
If you would like to avoid all fees, you can sign up for ACH payments through us. They are drawn on the 1st business day of each month. Here is the form for ACH payments.
Approved changes to our bylaws
On Saturday, September 23rd the Common Ground Board of Trustees met with the community for the first time since the winter of 2019-2020. We went over the structure and purpose of the board: to provide strategic oversight for the Center and ensure the long term stability of the Center.
We approved two changes to the bylaws that were recommended by our legal consultant back in 2019:
Section 2: Number, Tenure and Manner of Election
A. Number - The number of trustees shall be seven (7) eleven (11) members made up of the following:
Four (4) Seven (7) At Large Trustees elected at the Annual Meeting with voting privileges
One (1) Center Director by virtue of the position, with voting privileges
One (1) Center Program or Assistant Director by virtue of the position. This is a non-voting position
One (1) voting representative appointed by St. Anne’s Episcopal Church as long as space is leased from the church. The Board may choose to fill the seat normally held by the St. Anne’s Episcopal Church should St. Anne’s Church choose not to.
One (1) non-voting representative of the staff of Common Ground.
This number may be increased at any time by an amendment to these Bylaws but may not be less than four (4) (3 voting plus the Director)
We look forward to having additional community meetings to make the rest of the recommended updates to our bylaws to bring them up to date!
2023-2024 Tuition Information
This tuition information is outdated, please see our current rates here: https://commongroundchildcare.org/tuition
On August 26th the board voted to increase full-time tuition as follows, about 4%:
Infants and toddlers - $2250
Twos - $2030
Preschool - $1730
Kindergarten - $1730
School Aged:
All Inclusive $8000, paid as $800 per month September to May, prorated in August to $400 and June to $400
FCPS closed days, 9 month contract with 9 payments of $200, September to May
New Student enrollment fee - $300
Yearly Registration fee - $150, billed September
New tuition rates go into effect:
September 1, 2023 for newly enrolling families
January 1, 2024 for currently attending families, or upon moving to the lower tuition rate
Summer Rates:
rates for children under age 5 remain the same all summer, as our program is year round
rates for children who turn 5 by September 30th AND will be attending kindergarten outside of Common Ground remain $1730 per month and are prorated to $988 for August
rates for Summer Camp, rising first through sixth grade
Full Summer: $3285, paid as $900 in in June, $1485 in July, $900 in August
Weekly rate 8:45am to 4pm: $425 per week, additional $50 per week for extended hours 7:30am to 6pm
2022 Tuition Information
This tuition information is outdated, please see our current rates here: https://commongroundchildcare.org/tuition
The Common Ground Board approved a 5% tuition increase for 2022 on November 20, 2021.
This increase will go into effect IMMEDIATELY for new enrollments and in September of 2022 for currently attending families
The new tuition rates are as follows:
Bubble Buddies, Little Penguins, and Playful Pandas: $2165
Dancing Monkeys: $1950
Rising Stars, Love Bugs, Busy Bees, and Kindergarten: $1660
there is a $300 per month potty training fee for any child enrolled in Rising Stars or above that is not fully potty trained. Potty trained means:
no diapers, except while sleeping and the child can change themselves after nap (wet only)
no more than 1 bathroom accident per week
Yearly registration fees will be increased from $100 to $150 and charged in the fall of each year.
Spring 2021 Tuition Information
Dear Parents,
We are so grateful that you are a part of the Common Ground Community. Your support has made Common Ground feel like a safe little island in the storm that is the pandemic. Our community is strong because of each and every member – parents, teachers, and children – we are all so appreciative of every single one of you!
As you may or may not know, traditionally Common Ground has raised tuition yearly between 2-4%. The last time that we raised our tuition was in September of 2018. This fall, the board passed a 5% tuition increase that was set to go into effect in January of 2021. Due to additional pandemic funding, we have been able to delay that increase for currently enrolled families until June.
As of June 1, The tuition changes are below:
The board also passed an additional sibling discount at our last meeting. It keeps the 10% discount in place for your oldest child, and adds a 5% discount for your middle child when you have three enrolled in our center. That additional discount will go into effect in May.
Common Ground is amazing because of the incredible teachers that we have. It’s their commitment to quality early childhood education that has made Common Ground a successful pillar of the community over 49 years. That commitment shows in the fact that we have an unprecedented staff retention rate. The average length of service for our staff is 12 years. Even prior to the pandemic, we never saw much attrition from our staff because the Common Ground Board has always prioritized taking care of our employees.
While we have always paid well above the averages for the industry, offered excellent health, retirement, PTO and childcare benefits, Common Ground has not been the exception to the rule that early childhood educators are vastly underpaid. Only 25% of our staff made the livable wage for a single person with no children in Fairfax County, until now.
This tuition increase, along with careful budget reallocation and aggressive pursuit of non-tuition grant funding, has allowed us to put into action the things that we have been advocating for nationally: pay parity for early childhood educators with their k-12 counterparts.
At the beginning of April, we gave compensation increases to all of our teachers that move our lead teachers to or above the livable wage and have a plan in place to have all staff making a livable wage within three years. With these raises, we were able to go from 25% up to 58% of our staff up to at least the livable wage, with those who fall under still getting, on average, a 13% increase. This is the first increase in compensation for our teachers since the fall of 2018.
We know that our community fully supports our teachers being well compensated, but we also understand that responsibility cannot fall completely on our families. That is why Common Ground has added our voice to the national advocacy being done by NAEYC in asking that our government pass legislation to fund child care as infrastructure. Specifically, we have asked our Senators and Representatives to support the recently passed American Rescue Plan, to reintroduce the Child Care for Working Families Act, and to support the latest infrastructure bill presented by President Biden.
Our eggs are not completely in the basket of federal funding though! We have been spending a lot of time and energy applying for grants to support Common Ground. Through these grants, we are able to make some incredible playground improvements this spring, (We look forward to announcing them and the time line shortly!) increase the access to education for our staff, and add a new curriculum program in the preschool and upcoming kindergarten this fall.
We hope that you appreciate this good news and update. If you have any questions, please feel free to reach out to me.
Sincerely,
Liz