first circle learning centers | parents handbook | health + safety

health + safety

Our health care policy has been developed within guidelines specified by the Department of Early Education and Care (EEC) and the Massachusetts Department of Public Health (DPH), to ensure that each child in our care is kept as healthy and safe as possible. The policy was approved by our Pediatric Healthcare Consultant. We are required by EEC to have a Healthcare Consultant who is available to the program for consultation as needed. The Healthcare Consultant also approves our annual First Aid training and training in medication administration for staff. A complete copy of our Health Care Policy is available in the front office.

PREVENTION

As part of our curriculum, we encourage habits that promote good health and prevention of disease. We build healthy habits and health education into all aspects of our program, including:

HANDWASHING

Handwashing is the simplest and most effective way to prevent the spread of many types of infection and illness in all settings. To reduce the spread of germs, we follow strict hand-washing guidelines in all classrooms. Educators and children wash their hands before eating or handling food, after toileting or diapering, after wiping noses, and after cleaning. We teach the children to wash their hands frequently and that good hand washing has three components: warm water, soap, and rubbing your hands together for 30 seconds (we sing the alphabet song, which lasts about that long). Hands are dried with individual, disposable towels.

COUGHING/SNEEZING

Traditionally we’re taught to use our hands to cover our mouths when we cough or sneeze to avoid spraying our germs into the air. However, this transfers the germs to our hands, allowing them to spread to everything we touch. Instead, we teach children to sneeze and cough into their elbows, which helps prevent the spread of germs.

SUMMER SAFETY

We are vigilant about applying sunscreen to the children before going outside from May to October [see Topical Medication section], and encourage parents to provide hats, sun-protective clothing, and sunglasses for their children to use at school. We provide shaded areas on each playground, and during the summer months, we limit outside time to before 10:00 a.m. and after 4:00 p.m., and will not go outside if the heat index is above 90°.

GOOD NUTRITION

Our staff is trained in USDA Nutritional guidelines to ensure they’re helping the children learn to eat healthfully. We serve healthy snacks that are low in sugar and preservatives [see Food + Snack section].

SANITIZATION

SANITIZED OR DISINFECTED AFTER EACH USE:

  • toys mouthed by children
  • mops used for cleaning bodily fluids
  • thermometers
  • tables when used for eating
  • infant/toddler chairs
  • changing tables, in addition to using single-use liners

 

SANITIZED OR DISINFECTED AT LEAST ONCE DAILY:

  • toilets and toilet seats
  • sinks and sink faucets
  • water table and water play equipment
  • play tables
  • smooth surfaced nonporous floors
  • cloth washcloths and towels

 

SANITIZED AT LEAST WEEKLY
or more frequently as needed to maintain cleanliness, when wet or soiled, and before use by another child:

  • cots, mats, or other sleeping equipment
  • sheets, blankets, or other coverings
  • machine washable fabric toys

SAFE SLEEP

Research tells us a safe sleep environment for infants helps lower the risk of Sudden Unexplained Infant Death (SUID) and Sudden Infant Death Syndrome (SIDS).

First Circle provides a safe sleep environment and follows safe sleep practices as detailed below. This policy reflects MA EEC safe sleep regulations and policy statements, as well as recommendations from the American Academy of Pediatrics (updated October 2023). Families are provided with Safe Sleep policy information prior to enrollment. All staff caring for infants receive training on how to implement our infant Safe Sleep Policy. Training is renewed annually.

SAFE SLEEP ENVIRONMENT

CRIBS

  • Each infant has their own individual crib. Only one infant may be in a crib at a time, unless during an actual or practice evacuation.
  • We use cribs with a firm, properly fitted mattress and tight-fitting sheet so that there are no gaps between the mattress and the wall of the crib. Children’s faces are placed at least 3 feet from each other, and the cribs may not contain any potential head entrapment areas.
  • All cribs comply with current (as of 10/1/2023) CPSC crib standards, including manufactured date of on or after 06/28/2011, and are regularly checked to be in good repair.
  • Car seats, swings, and other sitting devices are not allowed for sleep. If an infant arrives sleeping in a car seat, they will be moved to crib and their outer clothes will be removed.

BLANKETS, PILLOWS + TOYS

  • No blankets of any type are used for the napping of children under 12 months in age. Blanket-sleeper type pajamas or sleep sacks may be used as an alternative to a blanket.
  • We do not allow any blankets, comforters, pillows, stuffed animals, wedges, positioners, bumper pads, or other soft, padded materials or toys to be placed in cribs with an infant.
  • Swaddling is prohibited for any child as soon as the infant is able to try to roll over. Weighted swaddles, weighted clothing, or weighted objects are prohibited.

AROUND THE CRIB

  • Hanging objects such as mobiles, crib toys, or mirrors that can be reached by the infant are not allowed.
  • Spaces used for sleeping infants are lit enough to allow supervising staff to see each infant’s face and skin color.
  • Infants may be transitioned to a mat at 15 months old. Between 12-15 months, a child may transition to a mat if they are developmentally ready and there are no medical reasons that conflict with this decision.

SAFE SLEEP PRACTICES

SUPERVISION

  • All infants are always under direct visual supervision.

SLEEP POSITION

  • All infants under 12 months old are placed on their backs for napping, resting, or sleeping unless the infant’s health care professional provides a written order for a medical reason.
  • We always place an infant to sleep on their back initially and follow all other safe sleep regulations. Once an infant can roll over on their own, they are allowed to adopt the sleep position they prefer. We will note if the child is able to roll over on their own.
  • We make sure that an infant has enough supervised tummy time, so that they can develop proper head and neck control and become comfortable with this position.

BOTTLES, PACIFIERS + TOYS

  • We may offer a pacifier while placing an infant to sleep, as long as the pacifier does not have cords, clips, fabric, or a blanket attached that might be a suffocation/strangulation risk.
  • We will not prop a bottle or let an infant fall asleep sucking on a bottle.
  • We may use a special sleep toy to comfort an infant before they go to sleep, but it is not allowed in the crib.

CLOTHING + JEWELRY

  • We reduce the risk of overheating by not over-dressing or over-wrapping infants and maintaining the room environment at 68-72 degrees.
  • Jewelry of any kind will be removed prior to placing a child to sleep, unless the child’s parent has given the program written consent to leave jewelry on during sleep.

PETS IN THE CLASSROOM

Our pet policy prioritizes children’s health and safety, ensuring that any introduced classroom pets are appropriate and do not pose allergy risks. Parents are notified in advance and educators closely supervise all interactions, teaching safe behavior around animals.

  • All pets must be healthy, parasite-free, and properly vaccinated.
  • Children do not participate in cage cleaning, and litter boxes are kept out of reach.
  • Pets are always maintained in a safe and sanitary environment.

Because children are not allowed by state regulations to come into physical contact with reptiles, we do not keep reptiles in the program.

ENVIRONMENTAL SAFETY POLICY

All First Circle facilities and outdoor play areas are entirely smoke-free—smoking is not permitted anywhere that children can see. We prohibit anything that might pose a significant hazardous risk to children and adults, including weapons that may be used by off-duty law enforcement professionals or others allowed to carry weapons. Teachers use local weather reports to assess air quality and limit outdoor activity as a precaution during any air pollution alerts.

INFECTION CONTROL

First Circle incorporates guidelines recommended by the Massachusetts Department of Public Health for infection control in a group childcare setting. All table tops, diaper areas, toys, and school materials used by children are cleaned with a quaternary sanitizer, laundered in a washing machine, sanitized in our Zono cabinet, or washed in a dishwasher. The frequency of usage and whether the object is mouthed determine the frequency of cleaning.

Any items that come into contact with blood or other bodily fluids are cleaned thoroughly with disposable materials and a sanitizing solution. All contaminated materials and/or clothing are double-bagged and sent home or thrown away; all clean-up materials are placed in a plastic bag and disposed of.

Single-use vinyl gloves are used for toileting or diapering, handling bodily fluids (e.g., blood, runny nose), and for administering topical medications (e.g., ophthalmic ointment for conjunctivitis).

Each staff member is trained in the above Infection Control Procedures upon hiring and annually thereafter, and cleaning protocols are posted in each classroom.

In addition to the regular cleaning listed above, First Circle employs a professional cleaning company to clean the building nightly, including sanitizing bathrooms and kitchen area, wiping down all furniture and fixtures, and emptying and disinfecting diaper pails and trash receptacles. The carpets are cleaned and disinfected on a quarterly basis. To minimize airborne bacteria and improve the quality of the air, each building has a REME HALO® machine installed directly into its HVAC unit. REME uses UVC light to generate airborne hydrogen peroxide, reducing allergens, viruses, bacteria, mold spores, and odors.

CHILDREN’S HEALTH RECORDS

ANNUAL PHYSICAL

EEC requires every child enrolled to have an annual physical exam and a record of all immunizations on file. If we do not have up-to-date medical information for your child, they cannot attend First Circle. One to two months before your child’s physical has expired, we will send you a reminder. Parents have within 30 days of their previous annual physical date to turn in a copy of a current physical form. Once 45 days have passed after a physical has expired, a child cannot attend First Circle. We have blank health record forms, although most physicians use their own. Your child’s doctor may mail or fax the record directly to us [see PROGRAM-SPECIFIC INFORMATION], or you may bring in a copy. If you bring in the original, we can copy it.

Immunizations

To protect the health of all young children, the Massachusetts DPH has regulations regarding immunizations for children. EEC requires that all children enrolled at First Circle have the following immunizations and that a record of the immunizations be on file at First Circle prior to the child’s first day at the school. If we do not have this information, or if the immunizations are not up-to-date, the child cannot attend First Circle until we have received it. If you have religious or medical objections to your child being immunized, First Circle must have a signed statement (from the doctor for a medical reason or from the parent for religious reasons) to that effect prior to your child’s first day.

There is an alternative immunization schedule for children who began the immunization sequence at an older age. This is determined and administered by your child’s primary care provider. Please keep us informed of any changes in your child’s health status or medical information.

AGE THAT VACCINE SHOULD BE ADMINISTERED

Hepatitis B

  • birth
  • 1-2 mos.
  • 6-18 mos.

Diphtheria, Tetanus + Pertussis

  • 2 mos.
  • 4 mos.
  • 6 mos.
  • 15-18 mos.
  • 5-6 yrs.

Haemophilus Influenza (Hib)

  • 2 mos.
  • 4 mos.
  • 6 mos.
  • 12-15 mos.

Rotavirus

  • 2 mos.
  • 4 mos.
  • 6 mos.

Measles Mumps Rubella (MMR)

  • 12-15 mos.
  • 4-6 yrs.

Chicken Pox (Varicella)

  • 12-15 mos.
  • 4-6 yrs.

Polio

  • 2 mos.
  • 4 mos.
  • 6 mos.-18 mos.
  • 4-6 yrs.

Lead test

  • 9-12 mos.
  • 2 yrs.
  • 3 yrs.

SPECIAL HEALTH CONDITIONS

At enrollment, and yearly thereafter at re-registration, you will be asked whether your child has a condition that may impact their life in school. Such conditions include:

  • chronic medical conditions requiring special attention
  • developmental, behavioral, or mental health conditions or concerns
  • allergies
  • medications the child takes on a regular basis
  • special diet
  • hearing, visual or dental conditions
  • limitations to physical activity
  • any emergency plans needed

Should your child have any of the conditions listed above, we require you to maintain a Special Care Plan on file at First Circle so that we are best able to care for your child’s health and safety.

SPECIAL CARE PLAN

First Circle follows EEC regulations by maintaining an individual healthcare plan (IHCP) for children with chronic medical conditions or special care needs, which is incorporated into a Special Care Plan (SCP). The SCP, completed collaboratively by the child’s healthcare provider, parents, and First Circle staff, ensures that the child’s health needs are met while protecting their privacy, dignity, and safety. With written parental consent, essential health information is shared with staff on a need-to-know basis.

The SCP details the child’s condition, symptoms, necessary treatments, potential side effects, and risks of untreated conditions. Educators may administer routine medication or treatment with proper training from a healthcare provider, parent, or First Circle’s health consultant. Unanticipated medication or treatment requires a reasonable attempt to contact parents beforehand or as soon as possible afterward, with all administrations documented in the child’s health log. All consents remain valid for one year.

The SCP contains information and guidelines that safeguard the child’s health and educational goals. The plan:

  • avoids unnecessary risk, restriction, stigma, illness, and absence
  • ensures coordination of physical, social, emotional, and academic goals
  • establishes environmental controls (maintaining air quality, elimination of irritants,
    allergens, and toxic hazards)
  • assures medically timely and convenient access to medication at all times
  • ensures individualized crisis and emergency management
  • helps overcome obstacles to participation and achievement

ALLERGIES

PREVENTION We take allergies very seriously, and work to collaborate closely with parents to respond to their child’s needs in the safest and most consistent way possible. First Circle is a nut-free and latex-free (gloves and band-aids) school.

ALLERGY ACTION PLAN If your child has a known or suspected allergy, we must be notified and a Special Care Plan and Allergy Action Plan must be on file. The Allergy Action Plan details the specific allergy, any preventative measures to be taken, symptoms of the allergy, expected treatment, and exact details of any medication to be given. The form must be filled out completely and signed by the child’s healthcare provider.

MANAGEMENT In the case of severe food allergies, we will eliminate serving that food in a classroom. In the case of a known allergy to a chemical or other material, we will post this information and eliminate exposure in the classroom environment, if possible. The names of children with allergies are posted in inconspicuous locations with specific instructions if a reaction were to happen. All educators in a classroom with a child with an allergy receive appropriate training to handle emergency allergic reactions.

TREATMENT In the event of an allergic reaction, we will adhere to the following procedures:

  • Antihistamine: If the child’s Special Care Plan stipulates antihistamine for symptoms, the medication stipulated on the plan will be given. The parent will be contacted and a staff member will stay with the child at all times.
  • Epinephrine: We will closely monitor the child for improvement or worsening of symptoms. If the child’s Special Care Plan stipulates an epi-pen for an allergic reaction, we will follow the plan exactly. The medication listed on the form will be given, 911 will be called, and a staff member will stay with the child at all times. The parent or emergency contact will be called. The child will be taken to the emergency room via ambulance with a staff member, who will bring the child’s file, including medical consent.

ASTHMA

ASTHMA ACTION PLAN For any child with a history of asthma, we must have on file an Asthma Action Plan, in conjunction with a Special Care Plan. The Asthma Action Plan specifies any known or suspected asthma triggers, any environmental control measures, pre-medications, and/or dietary restrictions that the child needs to prevent triggering an asthma episode, symptom management, and any medication that may be needed. The form must be filled out completely and signed by the child’s healthcare provider. All educators in a classroom with a child with asthma will receive appropriate training to handle emergency asthma episodes.

TREATMENT In the event of an allergic reaction, we will adhere to the following procedures:

GREEN ZONE:

With no symptoms evident, the child will be periodically monitored.

YELLOW ZONE:

If the child is experiencing coughing or wheezing, shortness of breath, chest tightness or difficulty breathing, we will adhere to the following protocol:

  • a staff member will stay with the child at all times
  • the child will be kept sitting upright and encouraged to take slow, deep breaths
  • the medication indicated on the Asthma Action Plan will be given
  • simultaneously, the parent or emergency contact will be called
  • if the medication doesn’t take effect, staff will proceed to the Red Zone

RED ZONE:

If breathing difficulty remains or worsens, there’s continuous spasmodic coughing, increasing anxiety or confusion, the child is struggling or gasping for breath, or lips or fingernails are darkening, we will adhere to the following protocol:

  • a staff member will stay with the child at all times
  • 911 will be called
  • simultaneously, the parent or emergency contact will be called
  • the child will be kept sitting upright and encouraged to take slow, deep breaths
  • the medication indicated on the AAP will be given
  • in the unlikely event of breathing stopping, the child’s teacher or an administrator will administer CPR (all our staff are trained in CPR) and continued until paramedics arrive

EMERGENCY RESPONSE PLAN

For any child with a condition requiring emergency management, an Emergency Response Plan must be on file, in conjunction with a Special Care Plan. The Emergency Response Plan details the health condition, any prescribed medications, triggering events, symptoms/signs to watch for, and action steps to be followed. The form must be filled out completely and signed by the child’s healthcare provider. All educators in a classroom with a child with an Emergency Response Plan will receive training to handle an emergency effectively.

ILLNESS

BASIC ILLNESS

We understand that colds, coughs, and sniffles are a normal part of childhood—especially during the first year in group care. Our priority is keeping all children and staff healthy while also being mindful of parents’ work commitments. We follow EEC and DPH guidelines and always aim to be as flexible as possible while ensuring a safe environment for everyone.

We ask parents to use their best judgment when deciding if their child is well enough for school. If your child has a diagnosed communicable illness or is too unwell to fully participate in the day’s activities, including outdoor play, they’ll need to stay home to rest and recover. We appreciate your help in keeping our community happy and healthy!

MILD ILLNESS

If your child becomes ill, we will contact you immediately. If your child is mildly ill with no fever, seems unusually irritable, lethargic, or generally “not themselves,” but shows no other symptoms, we will notify you and a joint decision will be made about whether your child should remain at First Circle. If they can participate in the daily program, including outside time, they may remain in school.

If the child’s condition worsens or symptoms of contagious illness appear [see Infectious Disease below], or if the child cannot be cared for by the classroom staff, the teacher will contact you to make arrangements to pick up your child. You must pick up your child as quickly as possible or within one hour after being notified. If you cannot be reached, we will contact your designated emergency contact(s) to pick up your child.

INFECTIOUS DISEASE

In group care, preventing the spread of communicable disease is of the utmost priority, and we follow all requirements and recommendations of the DPH and EEC. First Circle cannot accept a child who, within the previous 24 hours, has exhibited symptoms of an infectious disease such as gastrointestinal, respiratory, skin, or direct contact infections, as indicated by one of the symptoms listed below.

  • fever above 100.5 (measured twice, 15 minutes apart on our hospital-grade thermometer)
  • diarrhea: watery stools more than once in a short period of time (unless caused by antibiotics)
  • vomiting: one bout, not related to stimulation of a gag reflex
  • conjunctivitis: pink or red eyes with discharge from the eye
  • difficulty breathing
  • head lice
  • rash with a fever or behavior change
  • rash or blisters consistent with chicken pox
  • mouth sores, unless the child’s healthcare provider states that the child is non-infectious
  • illness that prevents the child from participating in program activities or from resting comfortably
  • illness that results in greater care needed than First Circle staff can provide without compromising the health and safety of the other children
  • any other symptom of communicable disease including flu, measles, mumps, hepatitis, infectious rash, or strep infection, especially when there is another confirmed case within First Circle

If your child shows signs of illness, we’ll call you for pickup (or your emergency contact) as soon as possible. While waiting, they’ll rest in a quiet area with supervision, comfort, and activities. Any used items will be sanitized.

  • You must pick up your child as quickly as possible or within one hour after being notified. If you cannot be reached, the teacher will contact your designated emergency contact(s) and ask them to pick up your child. Please ensure that the emergency contact(s) noted in your Enrollment Packet are available and willing to act on your behalf.
  • You will be asked to sign a Sent Home Sick form, which will detail the symptoms exhibited and any other pertinent information.
  • To prevent spreading illness, your child must stay home until symptom-free for 24 hours without medication or cleared by a doctor.
  • If symptoms arise on a field trip, we’ll coordinate pickup with you.
  • First Circle reserves the right to determine if a child can return.

Let us know if you have any questions—we appreciate your cooperation in keeping everyone healthy!

CONTAGIOUS ILLNESS

If your child contracts a communicable disease or serious illness, you must report it to your child’s teacher or the director. As required by the DPH, children with a contagious, reportable disease must stay at home until all danger of contagion has passed [see chart below]. Whenever we have a communicable condition, such as chicken pox, strep infection, Fifths disease, head lice, measles, salmonella, etc., we notify parents in the room where the condition exists by email with information about the disease and symptoms to watch for. In the event that a child needs to be excluded due to a communicable disease or for other health reasons, such as giardia, we will contact our healthcare consultant or the local public health department. Your child may return to First Circle when approved by the pediatrician or health official.

A child with any of the following infectious diseases or symptoms must stay out of school until:

See Exclusions from Care Summary [https://www.firstcirclelearning.com/forms/exclusions-from-care-summary/]

  • HEAD LICE Head lice are common among children, with most schools experiencing yearly outbreaks. Fortunately, First Circle sees cases only every few years. Lice are not related to hygiene and can affect anyone, especially preschool and elementary-aged children. To prevent and manage lice:
      • Check your child’s head monthly, especially if they have school-aged siblings.
      • Use lice treatment shampoo and manually remove nits if lice are found.
      • If an outbreak occurs, we’ll provide detailed treatment guidance. Your vigilance helps keep our community lice-free!
  • AIDS/HIV First Circle follows the Massachusetts Department of Public Health’s HIV
    Infection/ Aids Policy [ask to see our Health Care Policy for full details).
  • EPIDEMIC ILLNESS As mandated by the Board of Health, in the event that an epidemic illness has been brought into the school and is spreading rapidly and uncontrollably in the school or the community, First Circle may be forced to shut down temporarily. In the event of illness believed to be part of an outbreak or disease cluster, First Circle will consult with the local Board of Health to receive further instructions. We reserve the right to close our program temporarily without notice in the event of an epidemic or pandemic health crisis. Such a decision would be made in consultation with the local and state agencies responding to the emergency. Tuition will still be due during closure, although it may be a reduced amount depending on how long the closure lasts.

MEDICATION

AUTHORIZATION

First Circle staff can administer prescription and non-prescription medication with written approval from both the child’s healthcare provider and parent. Any medication to be administered to a child at First Circle, even Tylenol, must be accompanied by an Authorization for Medication form signed by both the parent and, for non-prescription medications, the child’s healthcare provider, which specifies:

  • the type of medication
  • route of administration
  • child’s previous experience with the medication
  • reason(s) for the medication
  • dosing instructions (if non-prescription)
  • indications for when the medication is to be given if prescribed “as needed”
  • possible side effects to watch for
  • storage instructions

ADMINISTRATION OF MEDICATION

In order to maximize safety while administering medication, all of our staff are trained in the correct administration of medication:

  • When possible, medication is administered to the child in a setting that is quiet and comfortable to minimize distractions.
  • The teacher administering the medication washes their hands before and after administering the medication.
  • We practice the 5 RIGHTS OF MEDICATION ADMINISTRATION.
    Before any medication is given, the teacher first checks that it’s the

    • RIGHT MEDICATION
    • RIGHT CHILD
    • RIGHT TIME
    • RIGHT DOSE
    • RIGHT ROUTE.
  • Each time a medication is administered, the teacher will document in the child’s record
    the name, dosage, time, and method of administration, and who administered the medication.
  • If for some reason medication is administered more than 30 minutes before or after identified dosage time, you will be notified via the log and must initial.
  • In the unlikely event a dose is missed, you will be notified by phone.

PRESCRIPTION + NON-PRESCRIPTION MEDICATIONS

To safeguard your children’s health, teachers receive training in the recognition of common side effects and adverse reactions of various medications, as well as potential side effects of specific medications. Because of the potential harm to a child that could happen when an error with medication is made, we are very strictly regulated by both the DPH and EEC regarding medication. Absolutely no exceptions to these policies can be made:

  • Parents must provide all medication and submit an Authorization for Medication form each time it is needed.
  • Medication must be given directly to the teacher by the parent and stored in a locked container or refrigerated if necessary.
  • Medications must follow original container directions unless a healthcare provider provides written authorization.
  • Prescription medications must be in their original pharmacy container with clear labeling, while non-prescription medications require labeling with the child’s name, doctor’s authorization, and usage details.
  • First doses must be administered at home at least one hour before arrival, except in extraordinary cases with parental consent.
  • Special Care Plans allow parents to train teachers, with written permission from a healthcare provider.
  • Unused, discontinued, or expired medications will be returned to parents, and all administrations (except basic topical treatments) will be documented in the child’s file.

AS-NEEDED MEDICATIONS

When a child has a chronic condition requiring routine medication administration or conditions requiring epi-pens, a Special Care Plan is necessary as well as an Authorization for Medication.

NEBULIZER POLICY

For children who have respiratory conditions that require a nebulizer, we can administer the nebulizer treatments with the following stipulations:

  • The first nebulizer treatment must be given before arrival. Nebulizer medication must be in the original prescription box, with clearly stated, pre-measured, and individually wrapped doses.
  • Parents must complete an Authorization for Medication form specifying the dose and treatment times each day.
  • Nebulizer treatments cannot be given on an “as needed” basis.
  • If concerns arise after the scheduled doses, parents must come in to assess the need for additional treatment.
  • For children with an Asthma Action Plan, parents will be called for verbal authorization before administering additional nebulizer treatments.

TOPICAL MEDICATION AUTHORIZATION

Non-prescription topical ointments and sprays such as diaper creams, petroleum jelly, sunscreen, insect repellent, etc., will be administered to a child with a signed Topical Medication Authorization form. The signed form will be valid for one year and include a list of topical non-prescription medications.

In order to apply topical ointments to wounds or broken skin (except diaper rash), we must have an Authorization for Medication form signed by the child’s healthcare provider.

SUNSCREEN

First Circle will provide sunscreen to be applied every afternoon between the months of May and September, with parent’s permission. Because we recognize that too much sunlight may increase a child’s risk for skin cancer later in life, we supply sunscreen free of charge.

For more than two decades, we have used Rocky Mountain Sunscreen, now called Coral Isles, and have been very pleased with their product. Coral Isles has done extensive testing on their products, and is the only sunscreen whose FDA compliance data has been certified by the AMC Cancer Research Center, an independent agency specializing in skin cancer research. Coral Isles Sunscreen SPF 30 for Kids is greaseless, waterproof, PABA and fragrance free, and hypoallergenic.

In an effort to take full advantage of the quality time our staff spends with the children in our care, we require that all families apply sunscreen to their child prior to arriving at First Circle. Since sunscreen does not begin to degrade until exposed to sunlight, with sunscreen already applied before children arrive, educators do not need to take valuable teaching time to apply sunscreen for morning playground time. There is sunscreen available in each classroom for parents to use if they forget to apply it at home.

Sunscreen is applied to each child for afternoon outside time. The sunscreen is applied to exposed skin, including the face, tops of ears, nose, bare shoulders, arms, and legs, and is applied a minimum of 30 minutes before exposure to the sun. Gloves are worn when applying sunscreen. If you prefer, you may send in your own brand of sunscreen to be applied.

In order to apply sunscreen on your child, we will need a signed permission slip on file (valid for one year), which we provide in April.

ACCIDENTS

INJURY PREVENTION

To prevent injury and to ensure a safe environment, First Circle follows the following injury prevention practices:

  • Playgrounds are inspected for hazards before use.
  • The facility is non-smoking and weapons-free.
  • Toxic substances, medications, and cleaning supplies are securely stored away from children.
  • Jewelry and clothing with strings/laces that pose a strangulation risk are not allowed.
  • First aid kits are available in classrooms, playgrounds, and on field trips, along with emergency contacts.
  • All staff are trained in first aid and CPR, and only certified staff may administer first aid.
  • Parents are notified immediately of any health or safety concerns regarding their child.

INJURY TREATMENT

MINOR INJURY

In the case of an accident resulting in a minor injury (such as a skinned knee), first aid will be administered by one of the educators in your child’s classroom. Wound treatment consists of washing with soap and water and applying bandages (we cannot use antibiotic ointment). Only an educator who is certified in First Aid is allowed to administer first aid to an injury, no matter how minor. After first aid is administered and the child is comforted, the teacher will complete an Injury Report describing the accident and treatment given [see Injury Report below]. The Injury Report will be given to the parent upon pick-up. Once the parent has signed the report, one copy will be given to the parent and one copy placed in the child’s file. The Injury Report will be reviewed by the director.

SERIOUS INJURY

In the unlikely event of a more serious injury (such as a seizure, a head injury or serious cut), First Circle staff will strictly follow the procedures outlined:

  • One teacher will begin administration of emergency first aid while the other educator takes the other children to another area or room.
  • Other staff will alert Administration to send assistance.
  • In a situation requiring (in First Circle’s judgment) immediate medical assessment and/or treatment, an administrator will call 911 with complete details of the injury. Simultaneously, an administrator will contact a parent, guardian, or emergency contact in the order designated by parents on the enrollment forms. Should time permit given the nature of the emergency, the parent will be given the option of meeting the child at First Circle or at the hospital.
  • Should the EMS decide it is necessary, we will transport the child via ambulance with their medical information to the nearest hospital.
  • A teacher or administrator will accompany the child to the hospital, bringing the child’s records, including signed parental permission for emergency medical treatment. This will allow the hospital to begin treatment immediately. The staff member will remain with the child until the family arrives.
  • Until the arrival of a parent, the medical personnel at the hospital will be in charge and make all decisions necessary for emergency treatment.
  • The educator who assisted will complete an Injury Report. The form will be signed by that educator and given to the parent to sign. Copies of the form will be given to the parent, placed in the child’s records, and sent to EEC.

INJURY LOG

Any injury that requires first aid or emergency care will be communicated to parents by telephone, or upon pick-up via an Injury Report, a copy of which is kept in the child’s file. Copies of all Injury Reports are kept in the child’s file and logged, and reviewed weekly by the director to note trends or issues. In addition, they are reviewed quarterly by First Circle’s Healthcare Consultant.

First Circle holds practice evacuation/fire drills with all groups of children and all educators at least monthly. Drills are held during different times of the day, and use alternative exits. An administrator documents the date, time, exit route used, number of children evacuated and effectiveness of each drill. Each program maintains an evacuation kit, which contains necessary items required for short-term evacuation. Educators will maintain constant head-count management during any evacuation.

Our fire alarm system represents the latest in fire safety technology and is linked directly to the fire department.

EMERGENCY PREPAREDNESS

In accordance with EEC requirements, First Circle has a written Emergency Management Plan, which details procedures for meeting potential emergencies, including (but not limited to) missing children, the evacuation of children from the program in the event of a fire, natural disaster, loss of power, heat, or hot water, or other emergency situations. All staff members are trained in emergency preparedness and management annually emergency preparedness and management annually [please ask in the office if you’d like to see our full Emergency Plan].

  • Emergency plans include evacuation or shelter-in-place guidance, designated escape routes, and an external meeting place.
  • Procedures ensure contact with emergency services, parent notification, and verification that no child is left behind.
  • Plans are regularly updated to meet the needs of all children, including those requiring extra assistance.

EMERGENCIES WHILE ON A FIELD TRIP

As a preventive measure, prior to departure from First Circle for each field trip, an administrator confirms appropriate preparedness is in place to ensure the safety of the children, including:

  • A first aid kit is taken in all vehicles on all field trips, as well as emergency supplies such as water, snacks, tissues, sunscreen, medicines, emergency consent forms, etc.
  • EEC staff-to-child ratios are maintained at all times.
  • Any emergency medications stipulated on children’s Special Care Plans (such as epi-pen or antihistamines) will be brought along to administer as needed. If necessary, 911 is called. The Transportation Coordinator informs the director immediately of the nature and extent of the injury or illness and the proposed plan of action.

CHILD PROTECTION

We are concerned about and committed to your child’s physical, emotional, and psychological health and well-being.
Please inform staff of any health changes that may affect your child. If you need support, the director can provide referrals to community resources.

Staff regularly observe children, and any concerns about a child’s needs or potential harm will be documented and discussed with parents. If necessary, referrals for assistance will be provided.

As mandated reporters, staff must report suspected neglect or abuse to the Department of Children and Families (DCF) within 24 hours. If allegations involve a staff member, they will be removed from direct contact with children until an investigation is complete. If allegations are confirmed, employment will be terminated. First Circle staff will cooperate in all investigations of abuse and neglect.

Our full child abuse and neglect policy is available upon request.

parents handbook | health + safety