Center Closure Policy and Notification

Severe Weather:

• Notification: Tiny Hearts Daycare needs to close due to severe weather, updates will be posted on our website Additionally, the closure will be announced on the Daycare’s voicemail system.
• Phone: Call the Daycare’s main number (343-384-0101) at any time to hear the latest recording about the closure.
• Email: Parents/Guardians will receive an email notification by 6:00 a.m. if the Daycare is closed.
• Communication App: A notification will be sent through our communication app as well.

Emergency Closure:

• Notification: In case of an emergency closure, updates will be posted on the Daycare’s website.
• Phone: : Call the Daycare’s main number at any time for the latest recording.
• Email: Parents/Guardians will be emailed as soon as possible..
• Communication App: A notification will be sent through our communication app as well.

Admissions and waiting list Policy

The objective of this policy and its associated procedures is to ensure the transparent management of waiting lists at Tiny Hearts Daycare Center. By maintaining transparency, we aim to provide prospective parents with the necessary information while upholding the privacy and confidentiality of the children. These procedures outline the steps involved in placing children on the waiting list, offering admissions, and providing parents with updates on their child’s status. Furthermore, this policy ensures compliance with Ontario Regulation 137/15, which governs childcare centers maintaining waiting lists

General Policy: At Tiny Hearts Daycare Center, we are committed to accommodating all requests for child registration. If program capacity is reached, and spaces become unavailable, we follow the waiting list procedures outlined in this policy. Please note that the are no fees associated with placing the child on the waitlist.

Role of the onsite supervisor:

The responsibility for managing and maintaining the waitlist binder lies with the On-Site Supervisor. It is their duty to ensure that all procedures related to the waiting list are followed accurately and efficiently

Procedures

Request Placement on waiting list:

• Parent/Guardian may submit requests to place their children on the waiting list through various channels, including telephone, the website form, or in-person.
• Parents are required to provide the name of the child, his or her Date of Birth, expected start date and the name of the parent making the request and there contact details.

Placing Children on the Waiting List:

• Children are placed on the waiting list in chronological order, based on either the date and time of the request or the month care is needed.
• Upon placement on the waiting list, parents are promptly informed of their child’s position.
• It is the responsibility of the family to ensure that their contact information is kept up to date.
• There is no predetermined waiting period for enrollment, as spaces may become available at any time throughout the year.

Priority for Available Spaces:

• Priority for available spaces is given to children who are currently enrolled and need to transition to the next age group. Following this, priority is given to siblings of enrolled children, siblings of former students, and children of employees.
• Once priority placements have been made, other children on the waiting list are considered based on program availability and the order of placement.

Offering Available Space:

• Parents are notified by phone when a space becomes available for their requested program.
• A response time of 48 hours is given to parents to accept or decline the offered space.
• If no response is received within the given timeframe, the next child on the waiting list is offered the space.
• Refusal of a space does not impact a family's position on the waiting list.
• Upon acceptance of a space, parents are required to provide one month of deposit for the child fee and registration fee of 50$ within 48 hours.

Responding to Inquiries:

• The On-Site Supervisor is the designated contact person for parents who wish to inquire about their child’s position on the waiting list.
• Inquiries will be promptly addressed, and parents will be provided with updates on their child’s status.
• Families have the flexibility to update their information at any time to ensure accuracy.
• Periodic contacts will be made to all families on the waiting list to maintain its currency
• Families who decline enrollment may be removed from the waiting list, unless otherwise directed.

Privacy and Confidentiality

The waiting list will be maintained in a manner that protects the privacy and confidentiality of the children and families on the list.

Only the child’s position on the waiting list will be provided to parents.

Parents can also benefit from the link below for the registry guide on City of Ottawa website Apply for childcare | City of Ottawa

Nutrition Policy

Tiny Hearts Daycare Center is committed to fostering healthy eating habits that support children's overall well-being, attendance, education, and physical activity. Mealtimes are used for social interaction and learning, with children developing self-help skills like serving themselves. Meals are prepared in accordance with "Eating Well with Canada’s Food Guide" and include nutritious a.m. snacks, lunch, and p.m. snacks. Drinking water is available throughout the day.

Dietary Restrictions:

The center accommodates dietary restrictions by providing alternatives for children with allergies, vegan/vegetarian preferences, and specific dietary needs like Halal.

Allergies:

Food sharing is prohibited to prevent allergic reactions. Parents must inform the center of any allergies and complete necessary emergency forms. If an Epinephrine Auto-Injector is prescribed, two must be provided—one for the classroom and one for the office.

Health and Safety:

Handwashing is required before and after meals.
Potential choking hazards are minimized, and all food is handled by staff with Food Handling Certificates

Infant Feeding: Infants are fed according to individual needs, with parents providing details through an Individual Feeding Form, regularly updated as the child grows. Daily prepared bottles of breast milk or formula are required.

Celebrations / Holidays Policy

At Tiny Hearts Daycare Center, we embrace the vibrant cultural mosaic of Canada by introducing our students to a variety of global celebrations. Our goal is to enrich their understanding through fun and interactive activities. Children will explore the meaning of each celebration, locate its country of origin on a map, and engage with its flag, dances, songs, crafts, and more.

Birthday Celebrations

Every child's birthday is a momentous occasion at Tiny Hearts Daycare Center, and we celebrate each one with joy and enthusiasm!

• Birthday Festivities:To honor birthdays while adhering to our no outside food policy, feel free to bring in festive items like special paper plates and hats. You may also prepare small loot bags for the birthday child and their friends, with delightful items such as stickers, pencils, erasers, and playdough. Please note that small toys are not allowed, as they are not suitable for children under 3.
• Birthday Circle Time: During circle time, we make the birthday child feel extra special by singing “Happy Birthday” and presenting them with a colorful birthday crown and/or certificate.

These celebrations are designed to be joyful and stress-free, so there’s no obligation for parents/guardians to provide anything. Our aim is to create a warm and memorable birthday experience for each child!

The center provides a cake for each child's birthday to accommodate food allergies and restrictions.

Use of Technology and Music Policy

At Tiny Hearts Daycare Center, we limit screen time to ensure children engage in interactive, hands-on play. When technology is used, it is carefully selected to enhance learning and align with the children’s interests, such as educational content on science and nature.

Music is an integral part of our program. Children are exposed to various genres, including instrumental, classical, pop, and culturally specific music. We encourage participation through singing and playing instruments. Music is also used to support transitions, promote relaxation, and inspire creative movement throughout the day.

Medication Policy

At Tiny Hearts Daycare Center, the safety and health of our children are our top priorities. Please observe the following guidelines regarding medication:

Prescription Medication:

We can only administer medication that has been prescribed by a doctor. All prescribed medications must be in their original containers, clearly labeled with the child’s name, the type of medication, dosage, purchase and expiration dates, and instructions for both storage and administration. A doctor's prescription or pharmacy label is required.

Medications are securely stored according to their instructions, either in a locked container or, if refrigeration is required, in a locked container within the refrigerator. Inhalers and Epinephrine Auto-Injectors must be supplied in duplicate, with one kept in the child’s classroom and the other in the office. These items must always accompany the child, including during outdoor play

Over-the-Counter Medication:

For non-prescription medications, a note from a healthcare provider is required before we can administer it to your child.

Diaper Cream:

Parents or guardians may provide diaper creams, whether they contain medicinal ingredients. A doctor’s prescription is not required, but written consent must be given for the application. Diaper creams must be labeled with the child’s name, checked for expiration, and stored securely in the child’s designated cubby

Sunscreen:

Sunscreen should be provided by parents or guardians for use from May 1st to September 30th. Sunscreen must be labeled with the child’s name, checked for expiration, and stored securely in the classroom. It will be applied by staff using gloves, with written consent required. If sunscreen is not provided, the child will still participate in outdoor activities

Authorization Form:

Parents must fill out and sign a medication authorization form before any medication is given. A new form must be submitted if there are any changes to the medication or dosage instructions.

Safe Handling:

To ensure safety, please give any medication directly to our staff. Medications will be stored securely and kept out of children’s reach.

Medication Disposal:

Parents should take home any expired or unused medication for proper disposal at a pharmacy or at home.

Individual Medical Plan

At Tiny Hearts Daycare Center, we will create an Individual Medical Plan for any child with ongoing medical needs or who requires emergency medication. This plan, developed in partnership with the child's parent or guardian, will be reviewed and signed annually by all center staff and students.

Allergies and Anaphylactic Allergies

If your child has an allergy that requires an auto-injector, please inform the Centre Supervisor right away. This will ensure we have all necessary documentation and safety measures in place. You’ll need to provide a detailed note from a medical professional, including a prescription for the auto-injector. An auto-injector must be always kept at the center, and a child with a severe allergy will not be admitted without it. If your child no longer needs an auto-injector, please provide a medical note confirming this.

For food allergies, our nutrition services team will provide safe alternatives. Parents are also welcome to supply their child's food, provided it adheres to center guidelines and is clearly labeled with the child’s name and ingredients.

All allergies will be listed in each program to ensure that our staff are informed and prepared to respond to any allergic reactions. We will provide you with a copy of the Anaphylaxis Policy and Procedure and all necessary documents

Sleep Supervision Policy

Infants

Each infant has a personal crib, with older infants transitioning to a cot with parental consent. We tailor sleep schedules to individual needs and monitor infants closely. Our Sleep Time Safety Policy is posted in the Infant room.

Toddlers and Preschoolers

We provide a rest or nap period of up to two hours daily, with routines adjusted for each child's age and needs. Each child receives a labeled cot with bedding, which is laundered weekly. Please avoid sending stuffed animals, as it can upset children when others want to hold their belongings.

Parents will be consulted about sleeping arrangements during enrollment and at key times. Children are supervised during naps with direct visual checks every 15-30 minutes, recorded in the Sleeping Log. Any significant changes are communicated via notes or phone calls if needed.

Smoking Policy

Smoking is strictly prohibited on the premises of Tiny Hearts Daycare Center, regardless of whether children are present. This ban applies to all areas of the daycare property.

Special Events and Field trip Policy

At Tiny Hearts Daycare Center, we enrich learning with field trips and special events. Field trips, which are off-site, and special events, held on the daycare grounds, are both optional for children. Those who choose not to participate will follow their regular schedule. Parents and guardians are welcome to join field trips, each trip is carefully planned to ensure educational value, fun, and safety, considering factors like travel logistics and costs. On trip days, staff will carry attendance and emergency information, a First Aid Kit, and will maintain regular head counts and constant supervision. If a child becomes ill, parents or guardians will be promptly contacted. After the event, children will have the opportunity to share their experiences. Our policy is designed to make all trips and events safe, educational, and enjoyable. Note that field trips are available only for children aged 3 and older

Accidents and Injuries at Tiny Hearts Daycare

At Tiny Hearts Daycare, we make sure to keep a close watch on your little ones as they play and explore. Even with our careful supervision, minor accidents can happen as children are learning and growing.

If your child has a minor injury or needs first aid, our staff will be there to help right away. For more serious issues, we’ll contact you or your emergency contact immediately. In any urgent situation, we’ll call emergency services (9-1-1) as needed.

We’ll fill out an accident report to document what happened. You’ll need to sign this report to confirm you’ve been informed about the incident. We’ll give you a copy of the report for your records.

If your child happens to get hurt at home, just let us know when you drop them off the next day so we’re aware of what happened.

Outdoor Play Policy

At Tiny Hearts Daycare, we believe that outdoor play is essential for your child's development and well-being. In line with the CCEYA regulations, we ensure that every child enjoys at least two hours of outdoor play each day, weather permitting.

Outdoor time is a fantastic opportunity for your child to learn and grow. Whether through spontaneous play or planned activities, we use this time to encourage physical activity and support our child's overall success. We make the most of each season, adapting our activities to the weather and ensuring a mix of energetic and calm experiences.

To keep your child comfortable and engaged, please dress them appropriately for the weather. Make sure they have suitable clothing and footwear for year-round outdoor play. On occasion, we may adjust outdoor playtime depending on the weather conditions, always keeping an eye on your child’s comfort and activity levels

During hot summer days, we provide extra drinking water, water play, and shaded areas for quiet time. In the winter, we focus on high-energy activities to keep everyone active and warm.

We also prioritize sun safety and ask parents to supply child-safe sunscreen and protective clothing, like a wide-brimmed hat. Our staff will help apply sunscreen to exposed areas before outdoor play. You'll need to complete a form giving us permission to assist with sunscreen application.

Conditions Affecting Outdoor Play:

• Inclement Weather: If the playground is unsafe (e.g., due to icy conditions), children will go on a Neighborhood Walk if sidewalks are clear. Staff-to-child ratios are maintained, and no major streets are crossed.
• Temperature Guidelines:
  -25°C or colder (including wind chill): Children remain indoors for Gross Motor Play.
  -20°C t24°C: Outdoor play is limited t0 minutes.
  30°C hotter (including humidity iex): Indoor Gross Motor Play.
  25°to 29°C: Outdoor play is reced to 20 minutes.
• Severe Weather: Children will stay indoors during rain, thunderstorms, lightning, hail, extreme winds, or smog alerts.

Parental/Guardian Consent:

• If a child cannot go outside for medical reasons, daily written consent is required. This is permitted for up to two days per week; a doctor’s note is needed for longer periods.
• Staff may bring children indoors if outdoor conditions become unsafe.

Illness Policy

To ensure your child can participate, staff will perform a basic health check daily. If your child is unwell, please keep them at home or see a doctor.

If your child shows certain symptoms, they will need to stay home to prevent the spread of illness and ensure their comfort. A fever of 100.4°F (38°C) or higher means they should remain at home until they’ve been fever-free for at least 24 hours and can eat normally without vomiting. If they’ve been vomiting or have diarrhea, they must also stay home until 24 hours have passed since the last episode, and they can tolerate their regular diet.

For undiagnosed rashes or sores, a note from a medical practitioner will be needed to confirm it’s safe for your child to return. If your child has pink eye, they should remain at home for at least 24 hours after starting antibiotics. Similarly, if your child is diagnosed with strep throat, they’ll need to stay home for 24 hours after the first dose of antibiotics.

Viral infections, such as those causing coughs, sneezes, a runny nose, sore throat, or fever, also require rest at home if your child isn’t well enough to engage in regular activities or needs medication to feel better.

Illness During Daycare Hours:If your child becomes ill during the day, we will contact you immediately for prompt pick-up. Your child will be comfortably isolated from others until you arrive. An Illness Report Form will be completed and provided to you.

Medication Administration: We can administer prescribed medications, such as antibiotics, with a completed "Request and Consent for Administration" form. Over-thecounter medications like Tylenol® will only be administered in specific cases, such as febrile seizures, and are not otherwise kept on-site. Allergy medications may be stored on-site for children with severe allergies, alongside an EpiPen® if required. A medical form will be necessary for these cases.

Emergency Procedures: In the event of a health emergency, we will immediately contact “911” and then notify you. Staff will follow the instructions of the “911” operator and provide any necessary medical information to the responding personnel. If your child needs to be transported to the hospital, they will be accompanied by a senior staff member, who will stay with them until you arrive. Our staff members are trained in First Aid and CPR Level C to ensure the highest level of care.

Follow Ottawa Public Health’s guidelines for any symptoms or longer illnesses you are concerned about. You may consult the Centre Supervisor for general questions. Generally, no medical note is needed unless specified by Ottawa Public Health.

Supervision of Placement Students and Volunteers Policy

At Tiny Hearts Daycare Center, we deeply value the contributions of placement students and volunteers, who play a significant role in enhancing our programs and supporting the wellbeing of the children we serve. This policy is designed to outline the requirements, responsibilities, and supervision guidelines for these individuals to ensure a safe and nurturing environment.

Placement students and volunteers must be at least 16 years old to participate in Tiny Hearts. They are required to undergo a Criminal Reference Check with a Vulnerable Sector Check, have First Aid and CPR certification, and provide any necessary medical documentation as per Ministry of Education guidelines. It is crucial that all participants read and adhere to the center’s policies and procedures.

To ensure child safety, placement students and volunteers must always be directly supervised by a staff member and are not permitted to be alone with any child at any time. While they contribute significantly to our team, they do not count toward the mandated staffto-child ratios.

The orientation process for new placement students and volunteers is managed by the designated Supervisor, while the Lead Staff Member in each classroom is responsible for their day-to-day supervision and training. Minor issues are handled by the Lead Staff Member, but any serious concerns or policy violations are escalated to the designated Supervisor for resolution.

Placement students and volunteers are expected to collaborate respectfully with staff, demonstrating enthusiasm and a commitment to the center’s values. Their primary focus must be on the safety and well-being of the children in all their actions. They also assist with daily routines, such as mealtimes, and help maintain a clean and organized environment. Their interactions with children should be warm, nurturing, and supportive, encouraging independence and positive behavior.

The role of classroom staff includes mentoring placement students and volunteers, providing them with guidance, support, and opportunities to learn and grow. Staff are also responsible for monitoring and providing feedback on their performance and development.

This policy ensures that placement students and volunteers at Tiny Hearts Daycare Center contribute meaningfully to our programs while gaining valuable experience and mentorship in a supportive setting.

Immunization Policy

At Tiny Hearts Daycare Center, we prioritize the health and safety of all children by ensuring that their immunization records are accurate and up to date. When enrolling a child, parents or guardians must provide proof of immunization. If the records aren't immediately available, we ask that they be submitted as soon as possible, along with a written explanation for any delays.

We require that all immunizations follow the Health Canada Immunization Schedule, and the guidelines provided by the Medical Officer of Health. The records must clearly include the child’s name and date of birth.

In cases where a parent or guardian chooses not to immunize their child, there are two types of exemptions that can be submitted. A medical exemption must be completed by a healthcare provider, while a non-medical exemption—due to religious beliefs or personal conscience—must be completed by the parent or guardian and signed by a commissioner of oath or notary public.

It’s important to note that even with a valid exemption, a child will not be allowed to attend the daycare during a disease outbreak. An outbreak can be declared with just one case of certain diseases, and there is no set duration for how long the outbreak restrictions will remain in effect.

We keep all immunization records readily available for inspection. If requested, these records will also be provided to the concerned authorities and the Ministry of Education.

Parent Issues and Concerns Policy and Procedures

Objective: policy aims to provide a clear and transparent process for parents/guardians, the licensee, and staff to address and resolve issues and concerns at Tiny Hearts Daycare Center.

Policy: At Tiny Hearts Daycare Center, we value open communication and encourage parents/guardians to actively participate in their child's experience at our facility. We believe in fostering positive interactions among children, parents/guardians, childcare providers, and staff members. All issues and concerns raised by parents/guardians will be taken seriously and addressed promptly by our On-Site Supervisor.

Confidentiality: We respect the privacy of all parties involved and handle every issue and concern with the utmost confidentiality. Information shared will only be disclosed if required by law.

Conduct: Tiny Hearts Daycare Center maintains high standards of conduct and expects respectful interactions from all parties. We have zero tolerance for harassment or discrimination of any kind. If any participant feels uncomfortable or threatened during a conversation, they have the right to end it immediately and report the situation to the Licensee and/or On-Site Supervisor

Procedure:

Addressing Verbal Concerns: Any verbal issues or concerns raised by parents/guardians will be addressed immediately by our staff.

Written Concerns: Written issues or concerns will be responded to within 1 business day. If necessary, meetings or phone calls will be arranged within 2 business days. Parents/guardians will be informed if response times cannot be met.

Documentation: Details of all issues and concerns, including the date, time, parties involved, and steps taken to resolve them, will be recorded. If additional support is needed, referrals to external organizations will be provided.

Nature of Issue or Concern	Steps for Parent and/or Guardian to Report Issue/Concern	Steps for Staff and/or Licensee in responding to issue/concern
Program-Related Eg: schedule, toilet training. indoor/outdoor program activities, menus, etc.	Raise the issue or concern to the Supervisor or Designate.	- Address the issue/concern at the time it is raised, or - arrange for a meeting with the parent/guardian within two (2) to three (3) business days. Document the issues/concerns in detail. Documentation should include: - the date and time the issue/concern was received, - the name of the person who received the issue/concern; - the name of the person reporting the issue/concern, - the details of the issue/concern; and - any steps taken to resolve the issue/concern and/or information given to the parent/guardian regarding next steps or referral Provide contact information for the appropriate person if the person being notified is unable to address the matter. Ensure the investigation of the issue concern is initiated by the appropriate party within two (2) to three (3) business days or as soon as reasonably possible thereafter. Document reasons for delays in writing. Provide a resolution of outcome to the parents guardian(s) who raised the issue/concern
General, Agency-or Operations-Related Eg: foes, placement, etc	Raise the issue or concern to the Supervisor or Designate
Staff-and/or Licensee-Related Eg conduct of the Administration or staff etc	Raise the issue to the director/owner
Related to Other Persons at the Centre Eg. Support staff	Raise the issue or concern to the Supervisor or Designate
Student-/Volunteer- Related	Roise the issue or concern to the Supervisor or Designate

Concerns about the Suspected Abuse or Neglect of a Child/ Child Abuse Policy

At Tiny Hearts Daycare Center, we prioritize the safety and well-being of every child. Our staff are trained to recognize and report signs of abuse as required by the Child, Youth and Family Services Act (CYFSA). If abuse is suspected, staff will report it to the Site Supervisor, who will then contact the Children’s Aid Society (CAS). CAS will handle the situation, and the Site Supervisor will also notify the Ministry of Education if necessary.

Reporting suspected abuse or neglect is a legal obligation for everyone, including the public and professionals. Parents who have concerns should contact CAS directly at (613) 747- 7800. Under the “Duty to Report” requirement of the Child and Family Services Act, anyone aware of such concerns must report them to CAS.

Toilet Learning Policy and Procedures

Parents of toddlers should collaborate with the teacher to develop and support the toilet training process. If a child aged 3 or older is not yet toilet trained, both the classroom staff and parents will work together to guide the child through this important milestone.

Children naturally become aware of sensations of wetness and dryness, which helps them learn to manage their bodily functions. The staff will create an environment that supports this awareness and encourages responsibility, while parents are expected to reinforce these efforts at home.

The program does not use rewards or negative feedback during toilet training. Understanding that each child progresses at their own pace, both staff and parents will work together with patience and encouragement to support the child’s individual journey.

Toilet learning helps children understand their body and learn how to use the toilet. It involves both physical and mental growth.

How You Can Help:

• Stay Positive: Believe in your child's ability to learn.
• Plan Ahead: Break the process into simple steps and gather what you need.
• Prepare: Set up the home and daycare environments for success.
• Choose Clothing: Use easy-to-remove, washable clothes.
• Be Consistent: Keep a steady routine and use encouraging words.
• Stay Focused: Don’t distract the child while they’re on the toilet.
• Clean Up: Always clean the potty or toilet seat after use.
• Avoid Pull-Ups: Stick to underwear; don’t revert to diapers.

Tracking Progress:

Use a chart to record when your child uses the toilet and whether they are dry or wet. This helps identify the best times to offer the toilet.

Sample Schedule:

• When they arrive
• Before and after outdoor play
• Before and after meals and snacks
• Choose Clothing: Use easy-to-remove, washable clothes.
• Every 20-30 minutes in the morning and afternoon
• Before leaving

What You’ll Need:

• Two labelled, waterproof bags for soiled and clean clothes
• Two pairs of easy-to-clean indoor shoes
• Four full sets of clothes
• Wipes (disposable and flushable)
• Before leaving

Tiny Hearts Daycare Center Safe Arrival and Dismissal Policy and Procedures

Purpose

This policy and the procedures within help support the safe arrival and dismissal of children receiving care.

This policy will provide staff, students and volunteers with a clear understanding of their roles and responsibilities for ensuring the safe arrival and dismissal of children receiving care, including what steps are to be taken when a child does not arrive at the childcare center as expected, as well as steps to follow to ensure the safe dismissal of children.

This policy is intended to fulfill the obligations set out under Ontario Regulation 137/15 for policies and procedures regarding the safe arrival and dismissal of children in care.

General

Tiny Hearts Daycare Center will ensure that any child receiving childcare at the childcare centre is only released to the child’s parent/guardian or an individual that the parent/guardian has provided written authorization the childcare centre may release the child to.

Tiny Hearts Daycare Center will only dismiss children into the care of their parent/guardian or another authorized individual. The centre will not release any children from care without supervision.

Parents/Guardians must provide written and signed authorization and instructions for the release of the child.

Where a child does not arrive in care as expected or is not picked up as expected, staff must follow the safe arrival and dismissal procedures set out below.

Additional Policy Statements

Tiny Hearts Daycare Center will release a child to the AUTHROZED Individuals over the age of 18 Only. An ID Card with the name and Photo may be requested by the staff If deemed necessary

Procedures

Accepting a child into care

When accepting a child into care at the time of drop-off, program staff in the room must:

• greet the parent/guardian and child.
• ask the parent/guardian how the child’s evening/morning has been and if there are any changes to the child’s pick-up procedure (i.e., someone other than the parent/guardian picking up). Where the parent/guardian has indicated that someone other than the child’s parent/guardians will be picking up, the staff must confirm that the person is listed on Enrolment Form for the child or where the individual is not listed, ask the parent/guardian to provide authorization for pick-up in writing (e.g., note or email to the program staff or the supervisor).
• document the change in pick-up procedure in the daily written record.
• sign the child in on the classroom attendance record.

Where a child has not arrived in care as expected

Where a child does not arrive at the childcare centre and the parent/guardian has not communicated a change in drop-off (e.g., left a voice message or advised the closing staff at pick-up), the staff in the classroom must:

• inform the supervisor and they must commence contacting the child’s parent/guardian no later than 10:30 am. Staff shall try to contact the child parent/guardian by phone, if no one answers. leave the voice mail to confirm the absence.
• If there is no Confirmation received from the parents/Guardian, the supervisor should email or sent Text message to confirm the absence.

Once the child’s absence has been confirmed, program staff shall document the child’s absence on the attendance record and any additional information about the child’s absence in the daily written record.

Releasing a child from care

The staff who is supervising the child at the time of pick-up shall only release the child to the child’s parent/guardian or individual that the parent/guardian has provided written authorization that the childcare may release the child to. Where the staff does not know the individual picking up the child (i.e., parent/guardian or authorized individual), confirm with another staff member that the individual picking up is the child’s parent/guardian/authorized individual. Where the above is not possible, ask the parent/guardian/authorized individual for photo identification and confirm the individual’s information against the parent/guardian/authorized individual’s name on the child’s file or written authorization.

Where a child has not been picked up as expected (before centre closes)

Where a parent/guardian has previously communicated with the staff a specific time or timeframe that their child is to be picked up from care and the child has not been picked up by 6:00 pm the staff present at that time or the supervisor shall contact the parent/guardian by phone call and advise that the child is still in care and has not been picked up.

Where the staff is unable to reach the parent/guardian, staff must try to contact the parents/guardian through phone call again and also by leaving a text message and voice mail. Where the individual picking up the child is an authorized individual and their contact information is available, the staff shall proceed with contacting the individual to confirm pick-up as per the parent/guardian’s instructions or leave a voice message to contact the centre.

Where the staff has not heard back from the parent/guardian or authorized individual who was to pick up the child the staff shall Contact all the emergency numbers indicated on the child’s file, wait until program closes and then refer to procedures under “where a child has not been picked up and program is closed".

Where a child has not been picked up and the centre is closed

Where a parent/guardian or authorized individual who was supposed to pick up a child from care and has not arrived by 6:00 pm, staff shall ensure that the child is given a snack and activity, while they await their pick-up.

One staff shall stay with the child, while a second staff proceeds with calling the parent/guardian to advise that the child is still in care and inquire their pick-up time. In the case where the person picking up the child is an authorized individual, the staff shall contact the parent/guardian first and then proceed to contact the authorized individual responsible for pick-up if unable to reach the parent/guardian

If the staff is unable to reach the parent/guardian or authorized individual who was responsible for picking up the child, the staff shall contact all the emergency numbers indicated on the child’s file.

Where the staff is unable to reach the parent/guardian or any other authorized individual listed on the child’s file (e.g., the emergency contacts) by 7:00 the staff shall proceed with contacting the local Children’s Aid Society Ottawa (CASO) 613-747-7800.Staff shall follow the CAS’s direction with respect to next steps.

Dismissing a child from care without supervision procedures

Staff will only release children from care to the parent/guardian or other authorized adult. Under no circumstances will children be released from care to walk home alone.

Photos and Video Policy

To capture special moments, Tiny Hearts Daycare Center will hold a “Photo Day” at the beginning of each year. A professional photographer will take individual photos of each student, similar to traditional school pictures. Parents and guardians will be notified in advance so they can dress their children appropriately for the occasion. While purchasing these photos is optional, it offers a great opportunity to commemorate the year.

During special events, such as field trips, parents and guardians are welcome to take photos and videos of their own children. We understand the importance of preserving these memories. However, for the privacy and safety of all students, please do not share photos or videos on social media or other online platforms if other children are visible. Photos and videos are not allowed during regular class time.

Tiny Hearts Daycare Center will not post photos or videos of students on public websites, including Facebook. However, photos and videos may be shared through our communication app, which is accessible to parents.

We are also working on providing parents with access to live cameras in the classroom so they can watch their children. Parents will be notified and provided with the link as soon as this service becomes available.

Emergency Management policies and procedures:

Tiny Hearts Daycare Center has comprehensive Emergency Management Policies and Procedures to ensure the safety of children and staff during various emergency situations. These policies cover scenarios such as Lockdown, Hold and Secure, Bomb Threats, and a range of disasters, including Fire, Flood, Power Outage, and internal threats like Water Interruption and Sewage Backup. In the event of an emergency evacuation, children will be moved to the designated gathering area at Closet Park, located at 1420 Meadowbrook Rd, Gloucester, ON K1B, which is situated at the back of the daycare entrance and requires a 2- minute walk. If it is deemed unsafe to return to the childcare center, the evacuation site for further relocation will be directed by the licensee or on-site supervisor. The center will only evacuate or relocate if the building and surrounding area are unsafe. Should the center need to close, notifications will be posted on the center’s website and through the voicemail system. Parents can call the center for updated information, available 24 hours a day. Additionally, parents will receive an email notification by 6:00 am as well, if there is a closure. If a closure occurs while children are at the center, parents or emergency contacts will be contacted individually by phone and informed where to pick up their children—either at the center or at the designated evacuation site.

Confidentiality and Release of Information Policy

We are committed to maintaining the privacy of parents/guardians, children, staff, and students. All issues and concerns will be handled confidentially, with information only disclosed when legally required (e.g., to law enforcement or Children’s Aid Society).

We collect only the necessary information to provide services for your child, always ensuring privacy. Parents/Guardians have access to their child’s records. These records may also be accessed by the Owner/Operator/Center Director, staff, placement students, volunteers, service providers, authorized Ministry of Education members, and emergency personnel (e.g., Paramedics). Written consent will be obtained if your child’s information is requested for research purposes.

Parent Behavior Policy

Parents are expected to treat everyone with respect, use appropriate language, and address concerns with the Supervisor privately.

Consequences: Inappropriate behavior results in a written warning and possibly a meeting. Repeated issues can lead to withdrawal of services. Any threats or violence will result in immediate termination of services.

Parking Policy

Tiny Hearts Daycare Center has a designated drop-off and pick-up area near the entrance where parents can park their cars for a short period of time. Please follow the parking signs indicating these areas. If you anticipate needing more time at the center, kindly use a designated parking area. We ask that you refrain from blocking other vehicles to ensure smooth traffic flow.

Tiny Hearts Daycare Center is not responsible for any parking costs, parking infractions, or damage to your vehicle while on center property.