POLICIES

1. MISSION STATEMENT: The Extended Day Program furthers the mission of Midtown West as a school that supports children and their families. The primary goal of the program is to provide child care for working families. A strong sense of continuity for our children is maintained as they move from the school day into the after school hours by using Midtown West facilities and staff whenever possible and to provide high quality activities that stimulate children intellectually, socially, and physically, in a safe, nurturing environment.

2. REGISTRATION: Registration for the school year takes place over the summer. Applications are available each June (for the school year starting in September) and should be returned no later than mid August. Classes fill up on a “first come, first served” basis and may be canceled if under enrolled. Late registrants returning applications after mid-August will be admitted based upon availability and begin the program on October 1st. Registrations must be received by the 15th of the month in order to start the program at the beginning of the next month. Families must expect this 2 week processing time. Children will not begin the program in the middle of a month. An annual activity fee, the first month’s tuition and a non refundable deposit (held as the last month’s tuition) are due upon registration.

3. PROGRAM FEES - PAYMENTS: Fees are calculated based on the program costs and pro-rated for the 10 month program. Payment for the last month is due at registration. All other monthly tuition payments are due on the first of each month (whether you have received your bill or not.)  If the first of the month falls on a weekend, payment will then be due the first day back at school. If payment is not received by the tenth of the month, a $15.00 late fee will be charged. Your account must remain current each month or your child will not be allowed to remain in the program. A $40.00 charge will be added for returned checks. Invoices for each new month are emailed to families. Hard copies are also available in the Extended Day office. Please contact the ED office immediately if you do not receive your monthly statement by email so that we can correct your email address ASAP. In addition to monthly statements, important ED information, reminders and forms are emailed to families throughout the year so it is vital that we have correct email addresses. ED operates as a 2 semester program. There will be NO class changes during the semester. Children will be able to change classes when they register for the 2nd semester. If a family needs to add days there will be a $15 change fee due with the change request form. Families can not drop days until the 2nd semester. Requests must be returned to the office by the 15th of the month in order for the change to go into effect by the beginning of the following month.  Families dropping out of the program must provide written notice one month in advance. Deposits are non-refundable but can be applied to your last month’s tuition with one month’s written notice. 

4. SCHOLARSHIPS: Families applying for scholarships must be eligible for the free or reduced lunch program. Scholarships will be given on a “first come, first served” basis. There will be 20 scholarships available during each school year. Applications are included in the registration packet and available in the Extended Day office. Forms must be completed and submitted to the MTW Extended Day Coordinator.

5. SPECIAL FEE CLASSES: Special fee classes are charged in addition to your regular Extended Day tuition. If you register for one of the “Special Fee Classes” you must pay the full amount at the beginning of the semester. These additional charges only relate to the “Special Fee Class” (such as Swimming and Dazzling Discoveries). Please note: charges for “Special Fee Classes” are non-refundable. Once you commit to these classes there will be no refund for missed classes. Your monthly tuition covers the cost of the Extended Day Program for the rest of the day.

6. DAILY SCHEDULED ACTIVITIES: The Extended Day Program at Midtown West offers a rich variety of fun activities for all grade levels. Activities can include ballet, tap, modern dance, swimming, fencing, cooking, sports, chess, music, art, computer, tumbling, karate, musical theatre, digital photography and homework help. Our talented staff includes our own Midtown West teaching staff and other NYC professionals. The goal is to provide a wide variety of well-rounded, wholesome activities all under one roof at a reasonable cost.  At times classes may be canceled due to unforeseen changes in teachers’ schedules or for other reasons beyond our control.  It is not always possible to notify families in advance of such changes and children will be moved into unstructured play activities.  Most activities are scheduled in 1 hour periods, although some classes are offered in 45 minute sessions creating a 3rd Session of classes on certain days.

- 3:00-3:30 Children check-in for attendance in the cafeteria and are given a snack. Children eat their snack at designated tables based on their scheduled activities.
- 3:30-4:30 Session One Activities
- 4:30-5:30 Session Two Activities
- 5:30-5:45 Families pick- up children in the cafeteria.

7. KEEPING IN TOUCH: You are welcome to visit and observe your child at any time – please let the teacher know in advance. Messages can be left on the Extended Day answering machine (212-307-5523). A staff member will check the machine after 3:00 PM. Parents can also call the school office to leave Extended Day messages for Tory or Tisa during the school day. Written communication can be left in the Extended Day mailbox outside the Extended Day office; in the Extended Day Mailbox in the school’s main office room 210; or emailed to: mtwextendedday@verizon.net Monthly statements, informational notices pertaining to programming & reminders are emailed to families. The ED cell phone # is (646) 309-4507.

8. SNACKS: Extended Day provides a healthy snack that generally includes fruit, juice, a grain and a protein. Parents of children who follow a special diet or are allergic to certain foods MUST notify the Program Coordinator and are encouraged to provide their own snacks.

9. PICK-UP: Children should be picked up by 5:45. Once you arrive to pick up your child, you must keep him/her with you. Do not allow your child to run around unattended. Children must be signed out at the security officer’s desk when they are picked up. Only authorized people designated on the registration form may be allowed to pick up children from the Extended Day program. ID is required for anyone picking up a child for the first time or until the Security Staff becomes familiar with a designated person. Pick-up authorization and emergency contact information must be updated with the Extended Day Coordinator whenever there is a change. Updated information will not be forwarded from the MTW school office.

10. LATE PICK-UP POLICY & LATE FEES: Most classes offered during the Extended Day Program end at 5:30 p.m. Parents are asked to pick up their children between 5:30 and 5:45 p.m.  There is a $10.00 late charge for every child remaining after 6:00 p.m. An additional $10 will be charged at 6:15 then again at 6:30 etc. Charges will appear on your next billing statement. Repeated lateness or non-payment of fines can result in dismissal from the Program.  At 6:00 p.m. the Extended Day staff will contact the designated emergency contact to arrange for the child to be picked up. The school building officially closes at 6:00 p.m. All persons are asked to leave before that time. Please cooperate.

11. INJURY/ILLNESS: All parents are requested to sign a medical release statement at registration. The Extended Day staff may administer basic first aid such as ice and band-aids. In case of serious injury or illness, a parent or emergency contact person will be called to pick-up the child. There are no provisions to care for a sick child in the program. If immediate treatment is required and parents cannot be reached, your child will be taken to the nearest hospital emergency room. Please do not send your child to the program in the event he/she has a contagious illness and/or fever.

12. ABSENCES: There are no adjustments of monthly fees for missed days. No refunds are given if your child is suspended or withdraws from the program.

13/BEHAVIOR: For the well being of all children, each child is expected to follow the teachers’ instructions and to follow basic rules of conduct. Physical or verbal abuse will not be tolerated. The following procedure will be in effect if there are problems: a warning will be given to the parent and child. If the behavior persists, the Program Coordinator will meet with the parent. If no improvement is demonstrated, the child may be moved to another activity or temporarily suspended from the program at the discretion of the Program Coordinator; and, if unacceptable behavior continues after the preceding steps are taken then the child will be discharged from the program. It should be noted that if a child exhibits extreme, violent or threatening behavior, the Program Coordinator has the authority to by pass the above four-step procedure and suspend or dismiss a child from the program.

14. CHANGES IN HOME OR WORK CONTACT INFORMATION: When family contact information changes (i.e., home, work, or emergency contacts) please notify the Program Coordinator immediately in writing or by email at mtwextendedday@verizon.net This is in addition to notifying the school. In case of emergency, it is essential to be able to reach a parent immediately. It is also important to inform the Program Coordinator if there are any changes in your child’s health, the family situation or living arrangements that might affect your child’s behavior. Knowing that changes have occurred will help the staff to work more effectively with your child.

15. MIDTOWN WEST ALUMNI: Over the years Midtown West graduates have returned to work in the Extended Day Program. Some come to fulfill their Community Service obligations (as required at their current school) and others come to have an after school job starting first as volunteers (to determine it they are a good fit) and then moving into the position of assistants.

16. HOLIDAY CAMPS: Holiday Camps are offered during the February midwinter break and April spring vacation provided that we register enough children to pay for the weeklong program. The tuition and registration for these Holiday Camps is completely separate from the regular program. All fees are non-refundable. Announcements are posted several weeks before these holiday breaks. Camp drop off is between 8:30 and 9:30. There are usually 2 field trip activities per day. We return between 4:30 and 5:30 in the afternoon. Pick-up is by 5:45. SPACE IS LIMITED. Pre-registration is required. Activities are planned to engage children of all ages. Plans can change to accommodate the safety needs of the entire group with no opportunity to inform families in advance. Younger children tire easily and planned activities will be adjusted on the spot, if necessary.

17. MINI CAMPS: Mini Camps are offered on days when school is not in session but the building is open during family conferences, staff development days and on Election Day. Mini Camps are not offered on national holidays such as Columbus Day, Veteran's Day, Dr. Martin Luther King, Jr. Holiday and Memorial Day. The school building is also closed on holidays such as Rosh Hashanah and Yom Kippur. Please consult the MTW calendar for a complete list of holiday closings. 
Tuition for half day mini camp is $20 for all children. Full day mini-camp is $40 for all children. These charges include the cost of any scheduled field trip activities. All registrations for camps must be returned by the cut off date using the registration form with the payment attached. All fees are non-refundable. Mini camp tuition includes admission costs for field trips. 

Also note that additional half-days are often added throughout the year by the DOE so the Extended Day calendar may be subject to change.

18. REGISTRATION FOR CAMPS: Registration is available for camps in the weeks preceding each camp and campers must be pre-registered by the cut-off date using the registration tear-off form with the payment attached. Look for the registration forms when you sign out your child in the evening. SPACE IS LIMITED. All fees are non– refundable.

19. EXTENDED DAY COMMITTEE: The Extended Day Committee (EDC) consisting of the MTWED Board of Directors meets regularly throughout the year to oversee the management of the Extended Day Program. The Board of Directors will be elected at the general membership meeting each June. All staffing and financial decisions are under the domain of the EDC. All decisions made by the EDC are reached by consensus. The EDC hires a staff to oversee the day to day operations of the program.

Note: All parent/guardian members of MTWED are welcome to attend EDC meetings. If you have any questions or suggestions, please contact the Program Coordinator.

20. PARENT MEMBERS: Parent Membership in Midtown West Extended Day: Parents are automatically considered members of MTW Extended Day when their child or children register in the program. Registration requires the completion of registration forms and the payment of the required fees as specified in the registration packet.
For membership in good standing, members must stay current with monthly tuition payments as designated in the MTWED contract and this handbook. There are no other dues or fees.
The Board of Directors will be elected at the general membership meeting each June.