Working with Families

• Access to Children’s Records
• Confidentiality
• Resolving Conflict
• Referral Procedure
• Termination and/or Suspension of Enrollment
• Parent Information, Rights, and Responsibilities
• Parents’ Rights
• Your Child’s Records
• Responsibilities of the Program

Access to Children’s Records

Information contained in a child’s record is privileged and confidential. The UMass Boston Early Learning Center will not release the information in a child’s record to anyone not directly related to implementing the child’s individual education plan without the written consent of the child’s parent or guardian. Parents shall have access to their child’s record at all times. If parents request a copy of any records, the Director will provide the requested copies within two business days. Occasionally, an authorized licensor will review children’s files to substantiate proper record keeping by the center. However, no material will be removed and confidentiality is always maintained.

Parents may add information to their child’s record at any time. A parent may also request to have any information in the record deleted or amended. If the Director feels that the information needs to remain in the record, the Director will meet with the parents to discuss the issue and will provide the parents with a written explanation which will include an explanation of the process for filing an appeal with the Office of Child Care Services.

In addition, the center will send a copy of a child’s record to any other person or agency with a written request from the parent(s). A written log which identifies anyone who has had access or has received any information out of the record is kept for each child. This log is available only to parents and the people responsible for maintaining the center’s records. Parents will be notified if their child’s record is subpoenaed for any reason.

Confidentiality

We believe in protecting the confidentiality of all families who choose to use our services. We will not discuss the affairs of one family with another family without prior mutual consent, nor will we release family information to parties outside of the center or to the general public. It is also against center policy for staff members to discuss any personal information about children or families in casual conversation or in any inappropriate way at any time. We hope that all families will follow the same principles of confidentiality with respect to other children, families, and staff members.

Photographs of children or samples of children’s work will not be displayed outside of the center, nor will copies be used for promotional or training purposes without prior approval from a parent.

Resolving Conflict

Occasionally conflicts will arise between parents and caregivers. While either side can, as a practical matter, terminate the relationship, progressive steps toward prompt resolution are often effective. The following steps are designed to facilitate the resolution of problems or disputes.

1) When a situation requires a conference or a written reply, we ask that you initiate your request with the Director or the Administrative Assistant, rather than through an individual teacher. The Director will respond as soon as possible and always within one week of receiving your request. You may certainly request or suggest that your child’s teacher be at the conference. The Director may do the same.

2) If Step 1 does not result in a mutually satisfactory resolution, you may pursue your concern by providing a written statement to the Dean of Students at the University. The office of the Dean will respond within one week.

3) If a satisfactory resolution still cannot be reached, the parent may then contact the Massachusetts Office of Child Care Services.

Referral Procedure

The Director and teachers evaluate and monitor children’s behavior and progress through weekly team meetings, observations and progress reports. Records are confidential and access to them is limited. Parents have the right to review their children’s records at any time.

If a behavioral incident occurs repeatedly, or there is a reason to be concerned about a specific developmental issue, our procedure for observing, evaluating and referring the child and/or family to an appropriate agency or professional resource is as follows:

1) Teachers are responsible for recording information about a child’s behavior and development in an accurate and factual manner, which describes specific behaviors and includes the date, time, and duration of observations made.

2) The teacher will then notify the Director of these concerns.

3) The Director will review and sign all documentation.

4) The Director may choose to observe in the classroom for a specified period of time, unless a more immediate intervention is required.

5) A meeting involving the child’s parent(s), the Director, and teacher will be scheduled.

6) Parents will be given a written copy of all documentation, detailing the reasons the referral for additional services is being made. The documentation will include a summary of the observations made and specific information about the efforts the center has made to meet their child’s needs.

7) The Director, the teacher, and the parent(s) will work together to establish an action plan to help identify both the child’s needs and sources of help available to address those needs. The Director will provide a list of local resources, including the name of the contact person for Chapter 766 and Early Intervention programs.

8) The action plan will include a specific timeline for meeting the established goals and a date and time for a follow-up meeting to review progress and reevaluate goals.

9) With the parent’s written consent, the Director will be designated as the liaison to ensure that the
plan is implemented appropriately. The liaison also acts as the center’s primary contact between participating agencies.

10) If it is determined that the child does not require outside services, or is ineligible to receive services, the center will monitor the child’s progress every three months to determine if another referral is necessary.

11) A copy of this plan and a record of each meeting will be placed in the child’s file.

Termination and/or Suspension of Enrollment

The Director will work closely with parents to insure that they are informed of and understand the center’s policies and procedures. However, there may be circumstances that warrant termination or suspension of a child’s enrollment at the center.

Although every effort will be made to avoid taking this step, the following situations may necessitate discontinued enrollment on a permanent or temporary basis:

• More than 3 unexcused and/or 10 excused absences within a calendar month.
• Non-payment or chronic late payment of tuition.
• Repeatedly arriving past 5:30 pm to pick up a child.
• Parent’s refusal to cooperate in seeking recommended services for their child.
• Failure to provide or update required information and/or documentation such as authorization and consent forms, emergency cards, income verification, verification of student status, voucher agreement, etc.
• Family no longer resides at Harbor Point.
• Parent is no longer affiliated with UMass Boston as a student or employee.
• Physical or emotional problems that require constant one-on-one care.
• Severe behavioral problems which cannot be controlled and may endanger the child, other children, or any member of the center’s staff.
• Physical or emotional impairment which the center cannot reasonably accommodate (refer to Enrollment of Children with Disabilities).
• Any behavior which is abusive, offensive or threatening to staff, children, or other parents.Under no circumstances will a child’s enrollment be terminated:
  
  • as a punishment for misbehavior;
  • to circumvent the referral requirements stated in the previous section;
  • or for any other reason or action which would be considered a violation of ADA (Americans with Disabilities Act).

Before a child’s enrollment is terminated the following steps will be taken:

• Documentation as specified in the referral procedure will be prepared by the Director to be shared with the parents. The parents will be given a written statement explaining the reason for termination and provided with information about any opportunity to appeal the decision when applicable.
• The Director will provide the parents with a list of other centers or programs in the area. Parents will be given 2 weeks to find alternate care.
• Under no circumstances will the child’s termination be treated any differently than the usual routine for other children who leave the program.
• If a child’s departure is sudden, for whatever reason, and the child has not had a chance to say good-bye, the teacher will write a simple note addressed to the child. Photos, artwork, and other mementos may be included. Parents are responsible for making arrangements to pick up any of the child’s belongings. Anything left for more than 30 days will be disposed of or donated to a charitable organization.

Parent Information, Rights, and Responsibilities

Chapter 28, Section 10 of the General Laws of the Commonwealth of Massachusetts mandates to the Office of Child Care Services the legal responsibility of promulgating rules and regulations governing the operation of day care centers.

The UMass Boston Early Learning Center is required to inform all parents of specific information about their rights and responsibilities at the time of admission of their child to the center. Section 7.04 of 102 CMR 7.00, the regulations which govern day care centers, contains the following information.

Parents’ Rights

Right to Visit

You have a right to make unannounced visits to your child’s room while your child is present.

Parent Input

The program must have a procedure for allowing your input in the development of center policy and procedure. The program must allow you to make suggestions, but it is up to the program whether or not they will be implemented.

Conferences

Your have a right to request an individual conference with the program’s staff. The licensee has the responsibility to make the staff available.

Meeting Prior to Admission

The licensee shall assure that the administrator or his designee meets with you prior to admitting your child to the center.

At the meeting, the licensee must provide you with: the center’s written statement of purpose; types of services provided; referral policy; behavior management policy; termination and suspension policy; a list of nutritious foods you could send for snacks and meals, if it is your responsibility; the policy for identifying and reporting child abuse and neglect; the transportation plan; a copy of the health care policy (if you request it); procedure for administration of medication; procedures for providing emergency health care; the illness exclusion policy; and a copy of the fee schedule. Most of this information is contained in this “Parent Handbook”.

You should also be given the opportunity to visit the center’s classrooms either at the time of the meeting or prior to the enrollment of your child.

Progress Reports

At least every six (6) months, you should either meet with the center’s staff to discuss your child’s progress, or receive a written progress report of your child’s activities and participation in the center. This report must become part of your child’s center record. If your child is an infant or is a child with disabilities, you should receive a written progress report every three (3) months. Center staff must bring any special problems or significant developments, particularly if they regard infants, to your attention as soon as they arise.

Your Child’s Records

Information contained in your child’s record is privileged and confidential. The center’s staff may not distribute or release information in your child’s record to anyone not directly related to implementing the program plan for your child without your written consent. You must be notified if your child’s record is subpoenaed.

Access to the Record

You should be able to have access to your child’s records. The center must provide access within two business days, unless they have your permission to take longer. You must be allowed to view your child’s entire record, even if it is located in more than one place. The center must have procedures regarding access, duplication, and dissemination of children’s records. They must maintain a written log which identifies anyone who has had access or has received any information out of the record. This log is available only to you and the people responsible for maintaining the center’s records.

Amending the Record

You have the right to add information, comments, or data, or any other relevant materials to your child’s record; you also have the right to request deletion or amendments of any information contained in your child’s record. Such request shall be made in accordance with the procedures described below:

1) If you are of the opinion that adding information is not sufficient to explain, clarify or correct objectionable material in your child’s record, you have the right to have a conference with the licensee to make your objections known.

2) The licensee shall, within one (1) week after the conference, give you a decision in writing stating the reason or reasons for the decision. If his decision is in your favor, he shall immediately take steps as may be necessary to put the decision into effect.

Charge for Copies

The licensee shall not charge an unreasonable fee for copies of any information contained in your child’s record.

Transfer of the Record

Upon your written record, when your child is no longer in care, the licensee can give you your child’s record or transfer them to any other person that you identify. The center should ask you to sign a form verifying that you have received the record.

Responsibilities of the Program

Providing Information to the Office of Child Care Services

The licensee must make available to the Office of Child Care Services any information required to be kept and maintained under these regulations and any other information reasonably related to the requirements of the regulations. This includes information in your child’s records. Authorized employees of the Office of Child Care Services are not to remove identifying case materials from the center’s premises and are required to maintain the confidentiality of individual records.

Reporting Abuse or Neglect

All center staff are mandated reporters. They are required by law to report suspected abuse and neglect to either the Department of Social Services or to the licensee’s program administrator. The licensee must have written policies and procedures for reporting and must provide the written policy to you upon enrollment.

Notification of Injury

The licensee must notify you immediately of any injury that requires emergency care. He must also notify you, in writing, within 24 hours, if any first aid is administered to your child.

Availability of Regulations

The center must have a copy of CMR 102 7.00, Standards for the Licensure or Approval of Group Day Care and School Age Programs, on the premises, available to any person upon request. If you have questions about any of the regulations, ask your center to show them to you.

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