Policies and Procedures



All children enrolled in Before and After School Youth Clubs are offered nutritious snacks both in the morning and in the afternoon. Children enrolled in a full day program receive a nutritious morning snack, lunch, and afternoon snack catered by Desserts To-Go Catering. Parents are required to notify the office upon registration of any food restrictions or dietary needs.


Chronic Illnesses

When a child is under doctor’s care that requires on-going medication or treatment it is considered a ‘chronic illness’. Illnesses such as allergies, asthma, diabetes, epilepsy, etc. are considered chronic; which simply means the child requires ongoing care. In most cases, children with chronic illnesses attend YMCA programs with no difficulties. However, it is up to the Program Supervisor and Manager to assess the child’s chronic illness at the time of registration or when the illness has been identified to ensure the YMCA is able to manage the illness and/or condition.



YMCA Sudbury provides an integrated early learning setting. Children with special needs will participate in regular programming. The Centre works in collaboration with Child Care Resources to ensure full integration for all children. Children with special needs are to be referred through this agency in order to ensure that all of their needs are met prior to enrolment in the program. Support services are available for the Centre on a consultation basis by Child Care Resources. These services include staff training, programming and parent advocacy.


Child Wellness

YMCA Licensed Childcare Services is committed to providing environments that are safe and healthy for all participants; our commitment to ensuring the well-being and comfort of all children is our first priority. Although the YMCA strives to welcome all children at all times there are occasions when children should not attend group care. When a child develops symptoms of an infection or illness at home it is the family’s responsibility to keep the child at home.



An allergy is an abnormal response to a normal substance such as animal hair, eggs, pollen, food dye, fish, peanuts, etc… The allergic person, when exposed to that particular substance, will have what is known as an anaphylactic reaction. Symptoms may vary from mild to mid range to life threatening.


The safety of your child is important to us. Please inform us as soon as possible of any allergies your child develops after enrollment in our programs.


Our centre's are peanut/nut safe environments and therefore we ask that no food is brought in unless discussed with the site supervisor.


Upon registration (or upon development of a severe allergic reaction), an Individual Health Care Plan will be completed prior to the start date. The Health Care Plan will be reviewed annually or when any changes are necessary.


Prescription Medication Procedure

The YMCA recognizes that children will require medication while in our care. YMCA staff will only administer medication provided the medication is prescribed by a doctor, or if it is over-the-counter; a detailed doctor’s note must accompany the medication.


Prescription medication will be administered to children, in accordance with provincial legislation. This requires that parents provide:

Written instruction on a YMCA Medication Form stating the dosage of the medication, time it should be given, how the medication is to be taken (eyes, mouth, etc.).


Medication must be in the original container and clearly labeled with the child’s name, date, name of the drug, instructions for storage and administration.


Medication must be given to a staff member upon arrival. Please do not leave it in your child’s bag.


Illness Exclusions

YMCA Staff are required to assess children’s health upon arrival each morning prior to admittance. If a child is unable to participate fully in all aspects of the program, indoors and outdoors, the child must remain at home for their own comfort. The following outlines areas of health concern whereby the child must remain at home, or if at the childcare program, an adult will be contacted to pick up the child:

  • Rash, hives or an undiagnosed sore or skin condition;
  • Diarrhea (more than once);
  • Vomiting;
  • Fever (escalating above 38°C or 100°F);
  • Persistent cough, cold or flu-like symptoms (influenza), which affect the child’s normal activity level.
  • The child has an illness which is undiagnosed and could be contagious;
  • The child is not well enough to participate fully in the program;
  • The child is in distress or uncomfortable;
  • YMCA staff do not have the proper equipment and/or medication on site.

Families may be required to provide a doctor’s note verifying their child is well enough to participate in the program.



If your child will be absent, please inform the YMCA location before your child is due to arrive. This also applies if your child is in the Youth Club Program. Please refer to the back of this handbook for site contact information.


Arrival and Departure

Young children depend on regular routines to provide a sense of security. We ask that you establish regular hours to drop-off and pick up your children. This will assist your child in establishing a regular routine and build on self-confidence.


Upon arrival, please ensure that your child is escorted directly to an educator. Under no circumstances are children to be left unattended at a front door, hallway or coat area. The YMCA will not assume responsibility for a child who has not been brought in and signed into care.


What if someone else will be picking up my child?

You are required to notify the educator when an alternate person is dropping off or picking up your child. No child shall be released to an adult not authorized by a parent to pick up. The adult you send to pick up your child must be listed on the child’s registration form and must have photo identification. Any additional persons authorized to pickup must be in writing. The YMCA will not release to anyone under the age of 16.


If you have a Custody Access Order issued by the Court to limit access to your child by an individual, please provide the YMCA with a copy, otherwise we are legally not able to enforce your request.


Late Pick-Up

Each of our locations close no later than 6:00 pm. A late fee of $1 per minute per family will be charged until your arrival. This will be payable to the Educator on site.


Childcare services may be terminated or suspended at the discretion of the YMCA Management team due to consistent late pick-up.


Open Door Policy

The YMCA is a non-profit charitable organization that believes in providing the best possible care for your children and family. This is why we have an ‘Open Door Policy’ for all registered families when it comes to visiting your child during program hours. Throughout the year we will have ongoing opportunities for you as a parent and/or guardian to participate in special events.







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