Youth Development Programs Handbook

It is our goal for ALL children to be able to experience the YMCA!  

Through our Annual Giving Campaign, we are able to offer financial assistance to individuals who may be in financial hardship.

To receive aid, you must submit a complete financial assistance application with additional documents attached. Financial aid is provided on a first come first serve basis. Please allow up to 15 days for Financial Assistance application processing. Financial Assistance applications without the necessary documents will cause a delay in processing.

Hours of Operations

After School: 2:30 p.m.-6 p.m., Monday–Friday.  

Summer Day Camp: 7:30 a.m.-6 p.m., Monday-Friday. 
All Day/Full Day Care (Teacher Workday, Holiday Camp, Inclement Weather): 7:30 a.m.-6 p.m.

Please speak with your branch’s Program Director regarding program holidays and full-day operations.

Admission Criteria

Youth Development Programs (including After School, Summer Day Camp, and similar programs): Children must be enrolled in kindergarten and may participate through age 12.

Teen Programs (Y Leaders, FLY, and similar programs): Open to teens ages 13-17, depending on the specific program offered.

The Hayes-Taylor Memorial YMCA location requires a copy of current immunization records to accompany all registrations.

We will notify families of any changes to our operation policies in writing.

Enrollment

Online enrollment is required; printed applications are available upon request. A non-refundable registration fee and/or deposit is required for youth programs.  

All outstanding fees from any YMCA program must be paid in full before program registration.

Cancellation of Services

If services need to be cancelled, a written 3-week notice to the Youth Development Director is required.

Payments

After School  

Payments for After School are due on the 1st of each month. Non-payment by the 5th of the month is subject to a late payment fee and suspension from the program until full payment, including late fee, is made.  

Non-payment by the 15th of the month will result in removal from the program.

Summer Day Camp

Payments for Summer Day Camp are due three (3) weeks before the scheduled session/week. Automatic payments are required for Summer Day Camp. A late payment fee can be applied for returned payments or accounts that are paid after the due date on Monday. Non-payment by Wednesday of the due date session/week will have camp space forfeited.

Past due balances or non-payment will prevent your child or any other family members from participating in any future Y programs until all past due balances are paid in full.

For the safety of all children, please sign them in and out of the program daily.

To ensure the safety of youth, staff, and families, we are eliminating the need for families to come into the facility, unless for a late drop-off or early pick-up. Please review the details below so that you can help us maintain a safe environment for everyone. Please follow directional signs located in the parking lot.

All individuals authorized to pick up children must be at least 16 years old, show ID, and be listed on the authorized pick-up list or the child will not be released to that person.  No child can leave the YMCA premises without a parent/guardian or any other authorized individual. No child will be able to walk/or ride a bicycle home without an authorized individual.

Late Drop-Off/Early Pick-Up

The YMCA designates dedicated time for arrival and departure times. Summer Day Camp and full day drop-off ends at 9:00AM and pick-up begins at 4:00PM. Between the hours of 9 a.m.-4 p.m., program staff are engaged in YMCA operations.

Late Pick-Up Policy

YMCA youth programs end at 6:00PM. The YMCA allows a 5-minute grace period before late fees begin to accrue. Caregivers are responsible for making arrangements for youth to be picked up by another authorized person should they be delayed. These late-fee payments are due upon pick-up. Children cannot return to the program unless late fees are paid.

Please note that YMCA program participation may be discontinued if lateness becomes excessive, and the 5-minute grace period can be discontinued if it becomes the regular pick-up time.

Parent/Guardian Participation

Caregivers are welcome to volunteer with youth programs. To do so, caregivers will need to go through the volunteer process. Please contact your branch Program Director for more information.

Parent Review of Licensing Report

(Hayes-Taylor)

Minimum standards are available at the entryway bulletin board.  The most recent licensing certificate is posted on our site information board.

Parent/Guardian Rights

Parents/Guardians, upon presentation of identification, have the right to enter and visit the YMCA, without advance notice to the program, but must inform staff of their arrival.  The law prohibits discrimination of retaliation against any child or parent/guardian to exercise their rights to visit.  

• The law authorizes the person in charge of the YMCA facility to deny access to the parent/guardian under the following circumstances:
• The parent/guardian is behaving in a way that poses a risk to the children in the facility or the adult is a non-custodial parent and the facility has been requested in writing by the custodial parent to not permit access to the non-custodial parents. Court documents must be on file as well.

Under no circumstances should a parent/guardian approach another child other than their own. While in the facility caregivers are always expected to act appropriately by speaking in an appropriate tone using appropriate language.  Any parent/guardian who behaves inappropriately will be asked to leave the facility and their child’s space in the program can be forfeited without a refund of fees paid.

Child's Personal Rights

Each child receiving services from YMCA Youth Development programs shall have rights, which include but are not limited to the following:

• To be treated with dignity in his or her personal relationship with staff and other persons and have their personal boundaries respected.
• To meet his or her needs;
• To be free from corporal or unusual punishment, infliction of pain humiliation, intimidation, ridicule, coercion, threats, mental abuse, or other actions of a punitive nature including but not limited to interference with the daily living functions, such as eating, sleeping, toileting, or withholding of shelter, clothing, food or medication.

It is the YMCA’s intent to meet the needs of children; however, the YMCA cannot legally restrict the non-custodial parent from visiting the child, reviewing the child’s records, or picking the child up unless the YMCA has been furnished with current legal documents. Copies of these court documents must be kept in the child’s file. 

The YMCA of Greensboro has zero tolerance for abuse and will not tolerate the mistreatment or abuse of youth in its programs. Any mistreatment or abuse by an employee or volunteer will result in disciplinary action, up to and including termination of employment or volunteer service and cooperation with law enforcement.  

The YMCA also has zero tolerance for abuse, mistreatment, or sexual activity among youth within the organization. This organization is committed to providing all youth with a safe environment and will not tolerate the mistreatment or abuse of one youth by another youth. Conduct by youth that rises to the level of abuse, mistreatment, or sexual activity will result in intervention or disciplinary action, up to and including, dismissal from the program.  

In addition, the YMCA will not tolerate any behavior that is classified under the definition of bullying, and to the extent that such actions are disruptive, the organization will take the necessary steps to eliminate such behavior.

At the Y, we believe that youth can contribute to their own safety if they know what is acceptable and what to expect from YMCA staff, volunteers and other youth. If youth know that violations have occurred or that personal boundaries are crossed, they can spot them and be empowered to let a trusted adult know.

The YMCA will provide youth with age and developmentally-appropriate information explaining our organization’s policies and procedures related to abuse prevention. In our youth programs, we discuss the following:  

• Appropriate and inappropriate displays of physical affection.  
• Appropriate and inappropriate verbal communication.  
• Appropriate interactions between employees/volunteers and youth.  
• Appropriate electronic communication between YMCA staff and youth.  
• Appropriate gift giving and receiving.
• Appropriate and inappropriate youth-to-youth interactions and understanding of personal boundaries.
• How to report concerns, complaints or grievances to a trusted adult.

Electronic Communication

Direct or text messaging between youth and employees/volunteers is not allowed, unless approved by a program supervisor and administrator. Employees and volunteers are not permitted to befriend/follow youth on social networking or social media sites. Youth will comply with the organization’s policies governing the use of personal mobile communication devices while in programming.

Reporting

Because our organization is dedicated to maintaining zero tolerance for abuse, it is imperative that everyone, actively participate in the protection of youth. In the event that a child observes any suspicious or inappropriate behaviors and/or policy violations on the part of other employees, volunteers, or other child, it is their personal responsibility to immediately report their observations. At the YMCA, the policies apply to everyone.

Physical Contact Policy

The YMCA’s physical contact policy promotes a positive, nurturing environment while protecting youth, employees and volunteers. The YMCA encourages appropriate physical contact with all youth and prohibits inappropriate displays of physical contact. Any inappropriate physical contact by employees or volunteers towards youth in the YMCA’s programs will result in disciplinary action, up to and including termination of employment. 

The YMCA’s policies for appropriate and inappropriate physical interactions include but are not limited to:

Verbal Contact Policy

Employees and volunteers are prohibited from speaking to youth in a way that is or could be construed by any observer, as harsh, coercive, threatening, intimidating, shaming, derogatory, demeaning, or humiliating.  

Employees and volunteers must not initiate sexually oriented conversations with youth Employees and volunteers are not permitted to discuss their own sexual activities with youth.  

The YMCA’s policies for appropriate and inappropriate verbal interactions include but are not limited to:

*Immunization Requirements

(Hayes-Taylor)

Immunization Records are required for children to attend youth programs at the Hayes-Taylor branch.  
Immunization records must be on file by the first day of program operations.

Illness and Exclusion

If a child cannot go outside or participate in the program due to illness, the child needs to remain at home. Children may not attend if they are not feeling well.  If a child vomits for any reason they must be picked up by a parent/guardian or authorized individual within 1 hour of notification.  No child may attend a youth program if they have ringworm, pink eye, flu, or any other communicable illness.  A doctor must treat any contagious infection; virus or fever and the child can return 24-hours fever free or without a fever reducer.

Procedures for Notification

Families will be notified in person, over the phone, or in writing of any discipline concerns or issues with a child. If there are any life-threatening emergencies, families will be notified after emergency care has been called and provided.  We do not make phone calls because of a meal aversion or to provide swim clothes. Parents/guardians are only notified for true emergencies or behavior support.

Procedures for Dispensing Medication

The YMCA will not administer any medication unless the parent or guardian completes a medication authorization form, and the medication is in its original container. The container must include the child’s name, the type of prescription, and the dosage.

Topical Ointments

(Lotion, Sunblock, Deodorant, etc.)

Any topical ointments are to be kept in the child’s activity area or home base. * Ointments will not be carried around the facility. Aerosol sunblock, lotions, bugs sprays or deodorants are not allowed. Failure to adhere to this policy will result in the removal of the aerosol item.  

*Youth at Hayes-Taylor YMCA cannot keep any topical ointments in their bags or pockets.  A topical ointment form must be completed and provided at the to the program director.

Procedures for Handling Medical Emergencies

If a child becomes injured or ill (vomiting or a fever of 100 degrees or higher) while in the YMCA care, staff will do the following:

1. In extreme emergencies, 911 will be called and first aid and/or CPR will be administered.  
2. Contact the parent or guardian.
3. Contact a YMCA Director/Coordinator  
4. If necessary, have a child transported to the nearest medical facility.
5. Complete necessary paperwork for YMCA as required by our YMCA and/or the NC childcare licensing policy. 

Emergency Drills

The YMCA conducts fire emergency evacuation, lost child, and lockdown drills. Parents/guardians, program staff, and children may or may not be made aware of drill dates or times, as this is the most effective way to assess the success for emergency plans. During a fire/emergency drill, caregivers may not sign children into or out of the YMCA but must wait until the drill is complete and children have returned to the building. Caregivers can wait with their child until the drill is over and can sign them out after. 

Behavior Support

Praise and positive reinforcement are effective methods of behavior management. When a child receives positive, non-violent, and understanding interactions from adults and others, they develop good self-concepts, problem-solving abilities and self-discipline. Based on this belief of how children learn and develop values, the YMCA will practice the following behavior guidance techniques and policies.

Participant Expectations

Children are expected to adhere to all YMCA expectations and rules. If a child is suspended or terminated from the program, the current week and/or month will not be refunded.  

• Keep hands, feet, and objects to yourself
• Follow directions
• Respect yourself, respect others, respect the Y
• Be safe, be kind, be honest
• Always, always, always try your best!

Disruptive Behavior

Children are entitled to a pleasant environment at the YMCA; therefore, the YMCA cannot serve children who display chronic disruptive behavior. Such behavior is defined at verbal or physical activity that may involve but is not limited bullying behavior or behavior that requires constant attention from the staff, inflicts physical or emotional harm on other children, abuses the staff and /or disobeys the rules that guide behavior.

If a child cannot adjust to the YMCA setting and behave appropriately, the child may be discharged.  Reasonable efforts will be made to help children adjust to the YMCA setting.

The YMCA reserves the right to suspend a child for behaviors that cause physical or mental harm to themselves or other children.

Bullying

Our organization will not tolerate the mistreatment or abuse of one youth by another youth. Bullying is aggressive behavior that is intentional, is repeated over time, and involves an imbalance of power or strength. Bullying can take on various forms including physical bullying, verbal bullying, nonverbal or relational bullying, cyberbullying, sexualized bullying, and hazing.  

Anyone who sees an act of bullying, and who then encourages it, is engaging in bullying. This policy applies to all youth, employees, and volunteers.

Termination of Services

Program services can be terminated for, but not limited to:

• Consistent late pick-ups
• Failure to pay tuition in a timely manner
• Failure to comply with facility’s policies concerning ill children
• Being unreachable and out of touch by phone
• Failure to provide documentation requested by the YMCA
• Failure to keep records current
• Failure to provide emergency contact updates
• Extreme behavior that prevents youth from participating safely with peers

At the YMCA of Greensboro, we are committed to providing a safe, nurturing, and inclusive environment where all children can thrive. We strive to offer reasonable accommodations for children with disabilities, as outlined by the Americans with Disabilities Act (ADA). We make every effort to support participation in our programs. However, our priority is always the safety and well-being of all. Therefore, we must establish certain behavioral expectations to maintain a safe environment for everyone.

Behavioral Expectations

Participants are expected to adhere to basic behavioral guidelines that ensure the safety of themselves and others. These expectations include:  

1. Staying with the group. Participants must always remain with their huddle/group. Running off or leaving the group without permission poses significant safety risks and will not be tolerated.
2. Respectful interactions. Participants are expected to follow instructions from staff and interact with peers and staff in a respectable manner. Extreme defiance that significantly disrupts the program or requires disproportionate attention from staff, delivering them from supervising other participants, will not be accommodated.
3. Aggressive behavior. Physical aggression, including hitting, kicking, biting, or any other form of violence, is strictly prohibited. Such behaviors threaten the safety of other participants and staff and will not be tolerated.

Self-Care Expectations

Participants are expected to manage their basic self-care needs independently. These include:  

1. Toileting. Participants must be able to use the restroom independently, including managing clothing and personal hygiene.
2. Eating. Participants must be able to eat independently, including opening containers and feeding themselves.
3. Changing. Participants must be able to change their clothes independently, including managing any necessary clothing changes throughout the day.

Reasonable Accommodations

In accordance with the ADA, we are committed to providing reasonable accommodation which may include but are not limited to:

• Modifications to program activities and schedules
• Adaptive equipment and materials
• Individual support plans

Limitations to Accommodations

While we strive to accommodate the needs of all children, there may be instances where we may determine that we are unable to meet the needs of the child within our program. Examples of such behaviors include, but are not limited to:

• Running off or consistently attempting to leave the supervisor of staff  
• Extreme defiance that severely impacts the staff’s ability to manage the group and ensure the safety and engagement of other participants  

Staff Hiring

The YMCA prides itself on hiring quality staff that embody our mission and have a passion for being a positive role model for all children. Staff members are selected through a comprehensive application and interview process, which includes background and reference check and drug test.

Youth Development Leader Training

Every youth program staff member completes an orientation, and a comprehensive training pathway focus on safety, youth development, and creating fun and memorable experiences for all involved. Training emphasizes building strong relationships, supporting social and emotional growth, and leading engaging, inclusive activities. Training topics include:

• Social Emotional Development
• Inclusive and Equitable Practices
• Effective Behavior and Group Management  
• Water Safety
• Games, Skits, Songs

All staff maintain current CPR/AED and First Aid certification. Ongoing training opportunities and professional development is provided throughout the year to strengthen staff skills, reinforce YMCA values, and ensure the highest quality experience for every child.

Field Trips

Participants may go on an off-site field trip during the program. Examples of on-site field trips are magic shows or Mad Science presentations.  

Money is not needed on field trips.

Attending trips and riding on the YMCA bus is a privilege. The YMCA reserves the right to not allow a child to attend the program on a field trip day or attend the field trip due to behavior/safety concerns.

• ALL children MUST obey the following transportation rules:
• Enter and leave the vehicle on the curbside of the road on the side of the vehicle
• Remain seated with all parts of their bodies in their seats
• Face forward with hands and feet out of the aisles
• Keep hands, and feet to themselves and use appropriate language
• Listen and respond to instructions of all staff

The following procedures are followed when transporting children:

• One or more staff member(s) will carry emergency contact information for all children on the bus
• First-Aid kits will be on all buses
• All proper loading and unloading procedures are followed
• Drivers have a clean driving record with no DWI or DUI

Dress Code

At the Y, we sweat, run, jump, swim, paint and much more. Sneakers are preferred but closed-toed shoes are acceptable. Flip flops and sandals are not appropriate YMCA activity shoes. Shirts must cover the entire torso, and shorts must be of an appropriate length.

Electronics & Toys

Please keep all electronics, cards, fidgets, toys, and stuffed animals at home.  

The YMCA is not responsible for lost, stolen or damaged items.

Reading and Quiet Time

At the Y, we take a holistic approach to youth development with a focus on social and emotional learning. During the mid-point of our day, our Y programs may provide 30-45 minutes of reading and quiet time. This allows time for campers to rest as they prepare for the next half of their busy day. During this time, campers play word games, listen to books read by their counselor, color, or simply rest.

Swimming is offered weekly during YMCA programs. Please check with your branch’s Youth Development Director to determine when your child will swim.

Swim Attire

Girls: One-piece swimsuit.  

Boys: Wear swim trunks.  

Basketball shorts or T-shirts are not allowed in the pool.

Pool Expectations

Swimming is a privilege. Staff may take away swimming or swim time for misbehavior. In the event of inclement weather, the pool may close, which could affect swim time.  

All children will be required to wear a life vest unless a swim test is passed. Swim tests are administered by a lifeguard.  *See swim test policy in appendix.

Staff members will have a first-aid kit and emergency contact information for each child.

Staff members with training in CPR and first aid will be present.

During camp, we play outside as often as possible.  We do our best to get outside a minimum of 1 hour a day. We use the temperature and air quality chart in the appendix to determine the amount of time spent outdoors based on temperature and air quality.