Daily program management


Procare Solutions is the management software that First Circle uses to organize all child and family information. Administrators use Procare on their desktops to keep up-to-date head counts and ratios, and create reports that are distributed to the classrooms. These reports include sign-in/out sheets, child emergency forms, new enrollment notices, and staff time sheets. In addition, educators use the Procare system to clock in and out each day.

In conjunction with Procare Solutions, we use a tool called Procare Engage to document curriculum, observe and assess children’s development, and communicate with families. Information about each child and their authorized pick-up and emergency contacts is synced from Procare Desktop to Engage. Educators receive an invitation from Procare Engage to create an account and it can be accessed using an app on the classroom tablets to document daily activities and curriculum as well as document observations for assessments. (Assessments are done on the web at procareconnect.com.)

In Engage, families can send notes regarding attendance, changes in patterns or schedules at home, and other information that can help us support their child. In the infant and toddler programs, parents fill out specific information regarding their child’s wake up time, last diaper change, and last bottle/meal prior to drop off. Throughout the day, teachers must log the times of each child’s nap(s), bottles, snacks, meals, and diaper changes. All First Circle families receive an end-of-day email noting the day’s logged information, curriculum, activities, and any special notes or information specific to the classroom.

Typical daily schedule

A typical day at First Circle follows this general schedule, with a variety of curriculum activities, free and organized play, and regular diaper changing/bathroom visitation included throughout:

Early Dropoff/Morning Arrival




Rest Time






At least two staff members are scheduled to open and responsible for:


The first educator assigned to each classroom in the morning must complete these tasks by 8:00 a.m. Task completion should never interfere with classroom responsibilities or interactions with children and families.

Children’s arrival

Children arrive at different times in the morning.


Some locations have an early dropoff option before 8:00 a.m. for an additional fee. Children who arrive before 8 a.m. are grouped with children in the same program (infants, toddlers and preschoolers).


Parents are responsible for bringing children into the classroom and letting the educator know they’ve arrived. For safety, parents are not allowed to leave a child at First Circle:


Your responsibilities when children arrive include:


We tell parents to call us as early as possible to report their child’s absence or let us know through Engage. We also ask to be advised if a child has been diagnosed with a contagious illness so we can notify staff and parents as necessary. We will notify you of any absence as soon as possible and advise you if any adjustments to the schedule have been made due to the absence, such as an additional educator who will no longer be needed to maintain ratios.

If you are notified directly of an absence, via voicemail or other means, you must notify Administration immediately. If a child has not shown up within an hour of their usual arrival time on a day they are scheduled and you have not been notified of the absence, please call (or ask an administrator to call) the parent to confirm the child is absent. Make every attempt possible to speak to someone rather than leave a message. Tuition is not refunded or credited for days missed due to illness.


Drop-in requests are granted for enrolled children when space and staffing are available. If time permits, we will include the child on printed attendance forms. If not, you must write in the child and schedule, and indicate dropoff and pickup times. Drop-in children should be included in the plan for the day.

Parents are charged for the total hours requested (in full-hour increments), even if the child does not attend them all. If a child attends more than the requested hours, parents are charged additional hourly fees. No late pickup forms need to be filled out. Please notify Admin immediately if the hours attended do not match the hours indicated on the drop-in form.

Handwashing policy

We teach the children who are developmentally able to wash their hands frequently and that good handwashing takes three things: warm water, soap, and rubbing your hands together for 20 seconds.

Required handwashing for children and adults:
Additional required handwashing for adults:
Proper handwashing procedures for adults and children:
Other notes

Meals and snacks


When children sit and eat together, it’s a chance for them to interact in a more informal way with staff members, for staff to model prosocial behavior, and for children to socialize with each other.

Parents are responsible for bringing in meals and drinks for infants and toddlers. Preschool children must bring a meal and drink. Depending on the site, First Circle provides morning and afternoon snacks, and water to drink in the preschool classrooms.

We choose a variety of snacks that are low in sugar and fat. EEC requires the weekly snack menu to be posted. We keep a supply of meals and snacks on hand for children whose parents have forgotten to bring them from home. We also supply paper plates, bowls, cups, utensils, and bibs, but parents are welcome to supply their own.


Meals and snacks are scheduled for the children’s developmental stage. Educators should follow these guidelines when serving meals and snacks:




For the health and safety of the children, we must prepare and serve food and drink in a safe and sanitary manner. All First Circle staff are trained in food health and safety. We follow these guidelines and require that parents do too:


Ask parents to note in Procare Engage any food preference or intolerance, any change in patterns or schedules at home, and any other information that can help us best support their child.

If you’re assigned to the infant classroom, record what was offered, what time you started and ended the feeding, and how much was consumed. Note any preference or intolerance, and any observations related to developmental changes in feeding and nutrition.


Mealtimes are an opportunity to completely focus on the infant and have quality one-on-one interaction. Hold children to drink their bottle, and when they are ready to hold their own bottle, support their learning to feed independently. Feed infants in a highchair. Sit with them either to help feed or support their self-feeding skills. You should make lots of eye contact, smile, speak softly, narrate what is happening, tell a story, or sing a song.



Toddlers and preschoolers eat as a group and follow a group schedule. However, if a child is hungry and a snack or mealtime is not scheduled soon, offer them a choice from the foods they have brought to meet their individual needs.

Parents are asked to supply food based on their child’s schedule. All food for the day must fit into the child’s lunchbox or a separate insulated container. We do not have additional refrigerators in all classrooms.

Rest time

Children attending school for 4 hours or more are required by EEC to sleep, rest, or engage in a quiet activity as appropriate to their needs. Please be respectful of the rest times of neighboring classrooms.


Parents must bring the following supplies labeled with their child’s name or initials:

Rest time routines

Infants and safe sleep policy

A baby is most at risk of SIDS between the ages of 2-4 months and during the first few weeks of a new childcare arrangement. Children younger than 6 months at the time of enrollment must be always under additional direct visual supervision, including while napping, during the first 6 weeks they are in our care.

Toddlers and Preschoolers

Rest time occurs after lunch until about 2:30 p.m. Dim the lights, play restful music, and assist children as necessary to get to sleep. Children need less daytime sleep as they grow, so younger children may sleep for 2 or more hours during rest time, while older children may wake sooner or not nap at all.



*Currently suspended until further notice

All children must brush their teeth for 2 minutes (with as much assistance as necessary, based on each child’s individual skills) when they are in care for more than 4 hours or after they consume a meal at First Circle.


Parents are advised to send their child to school dressed in comfortable clothing and shoes for active play. We want children to be comfortable to play freely in their classroom and outside. Each classroom should provide parents with required seasonal clothing lists.



By EEC regulations a minimum of 60 minutes of age-appropriate gross motor activity (outside, inside, or a combination of both) must be incorporated into each full-time child’s day.

Toddler and preschool children must be taken outside every day, weather permitting. Staff may be advised to stay inside if it is raining or snowing heavily, if the heat index is above 90°F, or if the temperature (including wind chill) falls below 15°F.

During the summer months, and on exceptionally hot days, we limit outside time to before 10:00 a.m. and after 4:00 p.m. Administration will notify you if an outdoor schedule is adjusted. We provide shaded areas on each playground.


Teaching teams should work with the children in your class to establish cooperative play and safety “rules” for the playground. The rules you create and communicate to the children should include the following:

Bring water outside for children every day—remember to bring it in when you come in.


All educators are required to:

Morning playground check

Evening playground check


We are vigilant about ensuring that children use sunscreen before going outside from May through September. We encourage parents to provide hats, sun-protective clothing, and sunglasses for use at school.

We require that families apply sunscreen to their child prior to arriving at First Circle. If a parent has forgotten to do that, provide them with center sunscreen to apply before they depart. If the parent wishes to apply aerosol spray sunscreen, ask them to do so outside.

With morning sunscreen already applied, educators do not need to apply it for morning playground time. As part of the enrollment and reregistration process and documentation, parents authorize their consent to use the school supplied Rocky Mountain Sunscreen, or must provide an Authorization for Topical Medication Form if they choose to provide their own brand of sunscreen.

Sunscreen must be applied to each child for afternoon playground time. To apply sunscreen:

insect repellants

Some parents may choose to provide insect repellent for us to apply daily between May and September. An authorization for topical application form must be completed for it to be applied. Please follow instructions for application and use on the product.


End of the day


We ask families to arrive on time at the end of the day. We encourage parents to come early enough to allow time for visiting before their child’s scheduled departure time. When picking up, parents have been advised to:


Every staff member should be familiar with each child’s pickup time, and each family’s pickup style. Parents need to inform you when they pick up their child. Remind them to supervise and stay with their children until they leave the premises.


In some sites, we have an extended day option after 5:00 p.m. for an additional fee. Children who stay after 5 p.m. should be grouped together regardless of age. Bring all the children’s belongings into the designated extended day classroom at 5 p.m. Parents are responsible for picking the children up from the classroom and letting the teacher know they are leaving.


We cannot overstate the importance of making sure that a child is picked up by an authorized person. All employees must know this policy and follow it without exception.


If children are still in attendance after closing, a teacher will be asked to stay with a member of Administration until the last parent picks up. The teacher must complete a Late Pickup form for the family when they arrive to pick up their child. The form outlines the time and fee that will be charged. Families are not charged for the first time they are late, although you should still submit a form. Families who arrive after closing are charged a late fee of $10 for any part of the first 10 minutes after closing, and $5 per minute after that. The fee is determined by the time they leave First Circle. The late fee is paid directly to the teacher and can either be paid directly at the time of pickup or included with their next tuition payment. Teachers are paid their regular hourly rate (minus taxes) for their time with the next paycheck.

When families arrive late to pick up children who are scheduled to depart at 3:00 or 4:00 p.m., the same procedure applies; however, late fees are not paid to the staff member. They are given to the classroom budget if the fee exceeds $20.00.


Parenting arrangements can change over time. If the legal custody status of a child enrolled at First Circle is changed by court order, parents must give us a copy of legal documents immediately. We cannot withhold release of a child to their parent without legal documentation.

Once official custodial papers are obtained, we will work with parents to develop a plan to comply with the legal requirements. All administrators, front office staff, and the child’s teachers will be informed of the custody change. If a parent legally loses custody of a child, steps will immediately be taken to revoke the non-authorized parent’s access to the center.


Children need to be transported safely. Use of drugs or alcohol or the lack of use of an appropriate car seat can create an unsafe transportation situation. If you are concerned that a child cannot be safely transported, you must immediately let Admin know. We will not release the child to the individual and will contact an alternate pickup person instead.


Closing the classroom

The afternoon staff is responsible for closing tasks. The closing teacher is responsible for making sure these tasks are completed: