ASP Policies

ASP Policies

ASP Policies – January 2020

The PA After School Program Team (aka ASP Team) is staffed by a core group of volunteers who are parents at the school. Our primary role is to facilitate registration and enrollment, work with the school Administration, Teachers, and Vendors to create the schedule, and work with families throughout the school year. All of the volunteers are working parents who understand the importance of safe, reliable childcare, and we strive to serve the PS 101Q community as best possible. Remember we are parent volunteers and do our best to address your requests and concerns.

The After School Program is divided into two sessions: Fall and Spring. The program does not run on school holidays and does not run on the two half days with afternoon Parent Teacher Conferences. Please note that After School activities may be cancelled per the DOE if there is a weather emergency, or upon the discretion of the school administration. If After School Program is cancelled because of weather or DOE or upon the discretion of the school administration, we do not offer refunds or make up classes. For a detailed set of dates on which After School is offered, refer to the semester’s schedule

Registration and Enrollment: Registration and class enrollment will occur online via the

Parent’s Association website: http://pa101.org/asp-portal.

Definitions

Registration refers to completing your family profile, contact information and payment information in the JackRabbit ASP system. You can register in the system at any time. It is imperative that you fill out the name and class of your child correctly in the system. Your child’s legal name must be entered in the system. Failure to do so may result in an automatic drop of the class.

Enrollment refers to choosing and signing up for classes. Enrollment dates will be announced via backpack flyers and emails several weeks prior to the next session. Once you submit your enrollment via the Jack Rabbit system, you will receive an email confirming your selection.

Open Enrollment will close on a date made clear and announced via backpack flyers and emails several weeks prior to such date.

Session refers to either the Fall offering of classes or the Spring offering. Typically, the Fall session runs from 1 week after First Day of School to February 1 and the Spring session immediately thereafter until 2 weeks before the Last Day of School. Session dates will be made clear at the time of Open Enrollment.

Tuition Payment

Full Balance of tuition will be collected on the first day of the After School Program.

Checks and Cash

Checks and cash are discouraged but will be accepted. This must be set up with the ASP coordinator minimally one week prior to the due date of tuition payment. After that all payments must be processed via credit card. Please note that in order to complete your Registration, a valid credit card must be provided. Checks must be dropped off in person to the Main Office in an envelope labelled “PA After School Program”. Cash shall only be handed to the ASP Coordinator or PA Treasurer.

If the PA receives a returned check, the family will be subject to any bank fees which are incurred.

Outstanding Payments

Families who have outstanding balances after tuition payments have been processed will receive notice and have 5 days to cure the balance. After which, the student will not be allowed to attend any further ASP classes. School Administration will be informed of those who have not cured their balance in a timely fashion.

Class Changes

We strongly prefer that you make any changes to your schedule before the open enrollment period closes. After the close of the open enrollment period, no changes will be processed. Following the start of the After School Program, there will be a 2 week-wait period before the ASP Team is able to accept your request for class changes. Additionally, students are encouraged to attend two (2) classes before requesting a class change. Any early request for schedule change will incur a $25 fee per class change. Changes may occur without penalty after the 2nd class and up to the 4th week of the After School Program. However, we realize that changes to circumstances occasionally arise.

Here is everything you need to know about adding and/or dropping a class:

During Open Enrollment Period

●If you want to ADD a class, including adding to a waitlist, and the session has not started, you can add a class in the JackRabbit Portal by clicking on classes on the top of the dashboard.

●If you want to DROP a class, and the session has not started, please email the ASP Team with your request at [email protected] The ASP Team will process your request and email you with a confirmation thereafter.

After Open Enrollment has Closed

●After the close of the open enrollment period, no changes will be processed. Following the start of the After School Program, there will be a 2 week-wait period before the ASP Team is able to accept your request for class changes. Additionally, students are encouraged to attend two (2) classes before requesting a class change. Any early request for change(s) will incur a $25 fee per class change. These "early request" will be processed by ASP immediately, but the effective date will begin the following week. You will receive a confirmation email to inform you that your request has been processed and the date at which the first class will begin.

●If you want to ADD a class, including adding to a waitlist after registration has closed, a member of the ASP Team will process your request. You will receive a confirmation email to inform you that your request has been processed and the date at which the first class will begin. The fees for the class will be prorated for the days missed. Please email the ASP Team at [email protected] with your request. Your request must include the child's full name, classroom assignment and exact class you would like to add.

●Any requests to DROP or CHANGE a class will not be processed until after the child has attended two (2) classes. Should you not want your child to attend an After School class during this period, you must contact the school’s main office to make arrangements to have your child dismissed at the normal dismissal.

○If you want to DROP a class, a member of the ASP Team will process your request in our system. You will receive a confirmation email informing you that your request has been processed and the amount you will be charged.

Note: Only until you receive an email confirmation from the ASP Team is the class drop confirmed. Your request must include the child's full name, classroom assignment and exact class you would like to drop. Email the ASP Team at [email protected] to submit your request.

○You will be charged a prorated fee. Payment will be collected via the credit card on file in the ASP system. Refund cannot be offered for class DROP after the 4th class. Changes after the 4th class will be considered on a case by case basis.

New Students That Arrive After The Start Of A Semester

The only exceptions to the Enrollment, Change and Refund policies above will be for those families that are new to PS 101 after the first day of the Fall and Spring semesters of the ASP program.

Trial Classes

We do not offer trial classes and/or previews on any of our classes.

Waitlists

You may request that your child be waitlisted for a class that is full and you will be notified if space becomes available in that particular class, or if additional instructors were hired to start another section of the same class. You will not be charged for waitlisted classes unless an offer is made and accepted. Waitlists are processed on a first come, first serve basis. You will be notified in the order in which you entered the waitlist if a spot becomes available.

Cancellation of Class(es)

Unfortunately, there are times when a class(es) are cancelled due to low enrollment. If this occurs, we will notify you immediately.

Snack

You’re welcome to send a small snack with your child. Our instructors allot time for having their snack during the first 15 minutes of class.

Late Pick Ups

The Main Office must be called no later than 3:50 pm to alert the school of late pickup. A late pickup fee of $50 may be assessed at the discretion of the PA and/or school administration to anyone who has not arrived by 4:15 pm. Payment will be collected via the credit card on file in the ASP system; no checks will be accepted. If the charge is assessed and payment is not paid by the end of the semester, the student may not be eligible to enroll the following semester.

Absences

If your child is absent from school the Main Office will notify the ASP staff at PS 101 and St. Luke’s/ThinkingCap. If your child is attending school but will not be attending ASP on a given day, please call the Main Office and send your child to school with a note.

Disruptive Child

A phone call will be made to the family if a student is found to be disruptive or if there is an incident in a particular class. If disruptive behavior continues, the student will be removed from the class. You will be notified by the After School Program supervisor. A pro-rated refund will be processed.

Medical Emergencies

In the event of a medical emergency, 9-1-1 may be called.

Data Collection Policy

I understand that the PS101Q Parents Association collects data in the course of administering the After School Program. Data which is collected will NOT be shared with 3rd party vendors or any other entity without my express permission. The Parents Association may utilize the data to communicate with me regarding school, events, After School or other directly pertinent topics. The data may also be used for the creation Grade- wide contact lists which will be d