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Ensuring Safety and Security in Childcare

The well-being of our children, parents, and staff is our top priority at Quality Child Care Early Learning Center. To maintain a secure environment, we have established strict childcare center safety measures that must be followed at all times.

Our goal is for all classroom teachers to hold current First Aid and CPR certifications and be well-trained in handling medical emergencies.
We conduct regular safety assessments, monthly emergency drills for storms and fires, and educate children on essential safety practices.
In the event of an injury, an Accident / Incident report, will be provided to the parent or guardian.
Despite our best precautions, emergencies can still occur. To ensure prompt care, we require parents/guardians to provide up-to-date emergency contact information and sign a release for emergency medical treatment.

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Pick-Up and Drop-Off Guidelines

Morning Drop-Off

For security and record-keeping purposes, children must be checked in and out daily as required by licensing regulations.
Mornings can be a busy time, so please ensure your child’s safety by holding their hand in the parking lot and making sure they are with you at all times until they are dropped off in their class with their teacher
For safety reasons, do not use the playground gates for drop-off or pick-up.

Drop-Off Timing

All children should be dropped off by 9:00 AM.
If your child will be arriving after 9:00 AM, please call ahead to help us plan for staffing and meal preparation.
Drop-offs between 11:30 AM and 2:00 PM are strongly discouraged, as this is nap preparation and rest time. Arriving during this period can disrupt sleeping children and may be unsettling for your child if they must immediately lie down for a nap.

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Security and Pick-Up Procedures

Door Code Access

All centers have locked doors requiring a security code for entry. Each authorized person on a child’s pick-up list receives a unique code at enrollment that you must receive from the office. Instructions for code entry are posted near the keypad, along with a call button to contact the office for assistance. Visitors or those without a code must use the call button for entry approval.

Check-In/Out Keypad

Parents/guardians must use the front entrance keypad to check children in and out, as it connects to our childcare system. Each person must use their own assigned code—sharing codes is strictly prohibited. Children should not operate keypads to ensure proper monitoring and system maintenance.

Escort Policy

For a secure daycare environment and compliance, children must be accompanied by an adult at all times. After check-in, parents/guardians must escort their child to the classroom and transfer care to the teacher. At check-out, children must be escorted out once responsibility transfers back to the authorized adult. A center phone number is also posted for additional assistance. We are actively working to implement this security feature in all centers.

Photo ID and Authorized Pick-Up List

Staff will request photo ID until an adult becomes familiar. If there is a staff change, ID verification may still be required.
Only individuals 18 years or older may pick up a child.
A proper car or booster seat must be in the vehicle, as required by law. Suspected violations will be reported to DHS or law enforcement.
If an unlisted person needs to pick up a child, advance written notice is required and subject to the director’s approval. In emergencies, an authorized contact must call the office and verify identity before approval is granted.
Parents may update the pick-up list in person, though frequent changes are discouraged for security reasons.

Late Pick-Up Policy

Regular pick-up time: 6:00 PM. A $1 per minute, per child late fee will apply after closing, based on the center’s clock. Repeated late pick-ups may result in dismissal from the program.
ABC Program pick-up time: 3:00 PM. A $1 per minute, per child late fee will apply. This fee is not covered by the ABC Program.
If a child is still at the center after closing and no contact has been made:
1. The parent/guardian will be called.
2. If unreachable, we will attempt to contact the emergency contact.
3. If no contact is made within 30 minutes, DHS or law enforcement will be notified.
Failure to continually not inform the center of delays is considered neglect and will be taken seriously.

Daily Security

Transportation

Many of our centers offer transportation to and from local schools. Please check with your director to confirm availability at your center.

We expect your child to ride the van daily unless you notify us otherwise. To ensure their safety:

Parents must inform the center at least one hour before school dismissal if their child will not be riding the van in the afternoon.
Ideally, a written note should be provided in advance for planned absences.
Do not assume we know your child isn’t riding if they missed the morning trip or a sibling is absent.
Attendance is checked at the school and again upon arrival at the center. If a child expected on the van does not board, we will call to verify their location.
Failure to continuously not notify us of an absence may result in a $5.00 fee per occurrence.

Van Safety Rules

To ensure a safe ride, children must follow these guidelines:

Seat belts are mandatory. Children under six years old or under 60 pounds must use a booster seat provided by the parent.
Seat belts must be snug and worn correctly at all times. Shoulder straps must remain across the chest.
No hitting, kicking, or throwing objects in the van.
If a child refuses to follow safety rules, the driver will pull over until they comply. If necessary, the director or parent will be contacted for pick-up.
No food, candy, or drinks are allowed to prevent choking hazards.
All personal items must be kept in a backpack. Loose items such as toys, jewelry, or schoolwork should remain stored. If a child does not have a backpack or an item does not fit, the driver will hold onto it until arrival at the center.
Children must not touch the safety alarm button. This feature ensures no child is left behind. Staff members will conduct a walkthrough after each trip to account for all children.

Visitor Policy

All visitors must sign in and out at the front entrance and state their purpose. To ensure security, photo identification is required for unfamiliar visitors. Visitors must be accompanied by a staff member at all times and may not be left unattended.

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Teacher reading to three children on colorful mats in a classroom setting with educational posters and bookshelves in the background.

Alcohol and Drug Policy

Quality Child Care Early Learning Center maintains a zero-tolerance policy for alcohol, illegal substances, or misuse of prescription medication on our property. This applies to staff, visitors, and parents regardless of when the substances were consumed. If a staff member suspects a parent is under the influence, we are legally required to report it.

Weapons and Gun Policy

Firearms are strictly prohibited inside our facilities at Quality Child Care Early Learning Center, except for law enforcement officers.

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Emergency Drills & Evacuations

Fire and emergency evacuations are conducted monthly to ensure preparedness. Severe weather drills are also held each month, with the director monitoring conditions to ensure children can be moved to safety if necessary. Emergency procedures are posted in every classroom.

Child Protective Services

Children will not be removed from a class by outside agency representatives (e.g., therapists) without written parental consent, except in cases of child abuse or neglect investigations. If necessary, staff may release a child to an authorized Child Protective Services worker or law enforcement officer with official agency identification.

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Reporting Child Abuse and Neglect

Arkansas law defines “child maltreatment” as abuse, sexual abuse, neglect, exploitation, or abandonment. Neglect includes lack of food, shelter, utilities, or supervision. Quality Child Care Early Learning Center staff and ABC teachers are legally required to report any reasonable suspicions of abuse or neglect.

The teacher will immediately notify the Director and DHS Licensing Specialist.
If unavailable, the teacher must call the Child Abuse Hotline immediately.
Reports will not be delayed, and parents may not be notified. Documentation will be kept confidential.

Interviewing Staff and Children

Child Care Licensing, the Division of Child and Family Services, and law enforcement officers may interview staff and children for investigations or compliance checks. Parental notice or consent is not required, as per DHS regulations.

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Custodial and Foster Care

Quality Child Care Early Learning Center requires copies of all custodial agreements and visitation schedules for enrolled children. We are legally obligated to follow all court orders regarding custody and visitation.

Foster children will only be released to their foster parents or authority of their Division of Child and Family Services (DCFS) worker, who must sign in and out on the visitor’s log and present identification. Any changes must be verified in writing by DCFS via letter or fax addressed to the Director.

Photography and Videography Policies

Teachers may take picture or videos to document children’s activities. These images help families stay informed and allow children to reflect on their learning experiences. With parental consent, photos and videos may be shared on our website, or promotional materials.

During enrollment, parents sign a release form for media use. If you prefer your child not to be photographed or recorded, please inform us. To respect privacy, we ask that parents do not take pictures of other children at the center.