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Policies

Welcome to Learning with Lexi's Policy Page

At Learning with Lexi, we're not just passionate about fostering self-love and self-acceptance in children; we're also committed to creating an environment of clarity, transparency, and trust for our families. We understand that entrusting your child to us is a significant decision, and we aim to make every aspect of our engagement straightforward and open.

On this page, you'll find a collection of our key policies, carefully designed to prioritize the safety, well-being, and rights of both our young learners and their guardians. Each policy is a reflection of our core mission: to empower children and families while ensuring a joyful, fulfilling, and seamless experience with us.

Before diving into the details, we encourage you to familiarize yourself with these policies. It's part of our shared journey of discovery, growth, and mutual respect. Should you have any questions or require further information, please don't hesitate to reach out. After all, collaboration is the cornerstone of our community here at Learning with Lexi.

Enrolment:

Application: Parents/guardians are required to complete the enrolment form, providing all necessary details about the child, including medical information, emergency contacts, and any special needs.
Acknowledgment: Upon receiving the application with Payment, Learning with Lexi will acknowledge receipt within 3 working days and consider the enrolment processed and completed.

Booking:

Availability: Bookings are made on a first-come, first-served basis. Priority may be given to children already enrolled in specific ongoing programs.
Confirmation: A booking confirmation will be sent via email or SMS, including the date, time, and any necessary instructions or preparatory steps.

Waiting List:

Purpose: To ensure transparency and fairness in the enrollment process.

First-Come Basis: Admissions are primarily on a first-come, first-served basis, considering space availability and age-appropriateness.
Regular Updates: Families on the waiting list are informed monthly of their position and expected wait times.
No Fees: There are no fees associated with being on the waiting list.

Cancellation:

Deposit-Based Bookings: For special bookings like birthdays, events, and performances that require a deposit, this deposit is non-refundable. With a minimum of 14 days' notice prior to the event's start time, the deposit can be converted into a credit note for future bookings.
General Notice Period: For regular sessions, parents/guardians wishing to cancel must provide a minimum of 14 days' notice prior to the session's start time to be eligible for a full refund.
Short Notice Cancellations: Cancellations made less than 14 days but more than 48 hours before the session will not receive a refund. Instead, a credit note of the full amount will be issued, which can be used for future bookings.
48-hour Window: Cancellations made within 48 hours of the session may incur a fee equivalent to 50% of the session cost. The remaining 50% will be provided as a credit note for future bookings. Exceptions might be considered in cases of emergencies or illnesses, supported by relevant documentation.
No-shows: If a child doesn't attend a booked session without prior cancellation, a fee equivalent to the full session cost may be charged, with no credits issued.
Rescheduling: If parents/guardians wish to reschedule, they must do so more than 48 hours in advance. Rescheduling is subject to availability.
Program Cancellations by Learning with Lexi: In rare cases, if a session is canceled by Learning with Lexi due to unforeseen circumstances, parents will be informed as soon as possible. They will have the option for a full refund or rescheduling.

Refund Policy:

Eligibility: Refunds are granted based on the revised cancellation policy. Any fees incurred due to short notice cancellations or no-shows are non-refundable.
Processing: Refunds, when applicable, will be processed within 7 working days from the date of eligibility confirmation. It might take an additional 3-5 business days for the refunded amount to reflect in the bank account.

Anaphylactic:

Purpose: To safeguard children with severe allergies and ensure swift response to potential life-threatening reactions.

Allergen Awareness: All parents must disclose any known allergies during the enrollment process. Notices about allergens will be displayed in relevant areas.
Staff Training: All staff are trained to recognize symptoms of anaphylactic shock and are equipped with knowledge on administering EpiPens or other life-saving tools.
Storage: EpiPens or antihistamines provided by parents are stored in labeled, accessible locations, away from direct sunlight or extreme temperatures.
Emergency Plan: Every child with a known severe allergy has an individualized emergency plan, detailing specific steps in case of an allergic reaction.

Sanitary Practices:

Purpose: To minimize the spread of germs and maintain a healthy environment.

Daily Cleaning: All surfaces, toys, and shared items are sanitized at the end of each day.
Hand Hygiene: Hand washing stations are available in all rooms. Children are taught the importance of washing hands before meals, after using the restroom, and after outdoor activities.
Illness Policy: Sick children are encouraged to stay home. There's a designated space for any child who falls ill during program hours, to limit contagion until they can be picked up.

Serious Occurrence:

Purpose: To handle, rectify, and learn from any severe incidents.

Documentation: Any significant incident is documented in detail, noting the event, the involved parties, and the immediate response.
Parental Communication: Parents are informed immediately in case their child is involved in or affected by a serious occurrence.
Review and Action: Monthly reviews identify patterns or potential areas of concern, guiding actionable steps to reduce future risks.

Medications:

Purpose: To ensure safe administration of required medicines to children.

Medication Authorization: Parents must provide a detailed form for each medication, mentioning the dosage, timing, and any other special instructions.
Storage: Medicines are stored in a secure location, inaccessible to children but easy for staff to access.
Record Keeping: Each dose administered is logged, noting the time and the administering staff member.

Supervision of Volunteers and Students:

Purpose: To guarantee the safety of children and ensure that the learning environment remains uninterrupted.

Orientation: All volunteers and students undergo an introduction to our ethos, guidelines, and safety protocols.
Supervision: A trained staff member supervises all interactions between volunteers/students and children.
Feedback Loops: Regular check-ins are conducted with volunteers and students to address any concerns or observations.

Program Statement Implementation:

Purpose: To ensure that our programs effectively instill self-love and self-acceptance in children.

Program Design: Programs are crafted in line with our mission, involving activities that promote self-exploration, positivity, and strength acknowledgment.
Feedback Mechanism: Parents, children, and staff are encouraged to provide feedback to continually refine and improve the programs.
Periodic Reviews: Programs are reviewed quarterly to assess their impact and effectiveness.

Staff Training and Development:

Purpose: To maintain a highly skilled team that champions our values and ensures the safety and well-being of the children under our care.

Initial Training: Every new staff member undergoes a comprehensive training program that includes child safety, our mission, and our teaching methods.
First Aid/CPR Certification: All staff members, whether permanent, part-time, or volunteers, are required to hold a valid First Aid and CPR certification. Certifications must be renewed according to their expiry, and staff are responsible for attending recertification courses. A copy of the current certification is to be kept on file at the facility.
Ongoing Development: Staff attend workshops and seminars regularly to stay updated with best practices, including advanced first aid techniques when applicable.
Performance Reviews: Semi-annual evaluations help recognize areas of strength and opportunities for further growth, including recommendations for advanced safety training.

Criminal Reference Check/Vulnerable Sector Check:

Purpose: To ensure a secure and trustworthy environment for every child.

Mandatory Checks: All employees, volunteers, and students must undergo a Criminal Reference Check and Vulnerable Sector Check before beginning their roles.
Regular Updates: Checks must be updated every two years or as per local regulatory requirements.
Record Keeping: All check results are stored securely, ensuring confidentiality while allowing for audit or review if needed.

Fire/Evacuation Procedures:

Purpose: To ensure the safety of children and staff during emergencies.

Evacuation Plans: Clearly marked evacuation routes are present in all rooms, regularly reviewed for clarity and accessibility.
Drills: Fire and evacuation drills are conducted quarterly, ensuring staff and children are familiar with procedures.
Emergency Kits: Kits equipped with first aid supplies, water, and essentials are readily accessible in case of evacuation.

Monitoring Compliance and Contraventions:

Purpose: To ensure a consistent and high standard of care.

Regular Audits: Internal teams conduct monthly audits to assess adherence to all policies.
Corrective Action: Any identified contraventions lead to corrective actions, which might include re-training, disciplinary measures, or system changes.
Feedback Loops: Staff are encouraged to report any policy breaches or areas of concern.

Parent Issues and Concerns:

Purpose: To maintain an open and constructive relationship with parents.

Open Door Policy: Parents are encouraged to discuss any issues or concerns directly with staff or management.
Documentation: All raised concerns are documented, ensuring a record for future reference and follow-up.
Resolution: A dedicated team reviews and addresses concerns within a set timeframe, ensuring parents are informed of any actions or resolutions.

Emergency Management:

Purpose: To protect children and staff during unexpected events.

Emergency Plans: Plans are in place for various emergencies, including natural disasters, power outages, and intruders.
Training: Staff are regularly trained on these plans, ensuring quick and appropriate responses.
Communication: In the event of an emergency, parents are informed promptly, and clear channels of communication are maintained.
These detailed versions should provide a solid foundation for your policy handbook. Let me know if you'd like any further refinements or additions!

Privacy and Consent

Purpose: To safeguard the personal information of children and parents associated with Learning with Lexi and to clearly outline the guidelines concerning the usage of photographs for marketing.

Personal Information Handling:

Collection: Personal details, including but not limited to names, contact information, birth dates, and medical records, are collected strictly for administrative and safety purposes.
Storage: All information is stored securely in encrypted databases with restricted access. Paper-based documents, when needed, are kept in secure lockable cabinets.
Usage: Personal data is used exclusively for internal purposes like session bookings, emergency contact, and health considerations. Information is not sold, rented, or shared with third-party entities.
Retention: Data is retained only for as long as necessary for the purposes it was collected or as required by law.

Consent for Photography:

Photography Permission: During enrollment, parents will be provided with a photography consent form. Parents can choose to allow or decline permission for their child's photos to be taken during sessions.
Usage of Images: Only with explicit consent will photographs of children be used in Learning with Lexi's marketing materials, including but not limited to brochures, website content, and social media posts.
Rights: Parents reserve the right to revoke photography consent at any time by informing Learning with Lexi in writing.
Storage and Access: Photographs are stored securely. Access to these photographs is limited to authorized personnel only.

Liability for Outdated or Incorrect Information:

Accuracy Responsibility: While Learning with Lexi takes all measures to ensure that collected data is accurate, the responsibility for providing updated and correct information primarily lies with the parents/guardians.
Update Requirement: Parents are required to immediately inform Learning with Lexi of any changes in the child's or their own information. This includes changes in address, medical conditions, emergency contact details, etc.
Liability: Learning with Lexi cannot be held liable for any mishaps or misunderstandings that arise due to outdated or incorrect information if the center has not been appropriately informed of such changes.
Regular Check-ins: As a practice, Learning with Lexi will conduct periodic check-ins with parents to confirm and update child and parent information.

Policies

Welcome to Learning with Lexi's Policy Page

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