family involvement

OPEN DOOR POLICY

We are keenly aware how important first childcare experiences are for both the children and their families. As many of us are parents ourselves, we appreciate the stress and anxiety involved in leaving your little one in the care of others. We consider ourselves in partnership with parents and encourage families to be involved in their child’s educational process. In the spirit of openness and inclusion, First Circle maintains an open-door policy, allowing parents to visit and participate in our programs at any time. We encourage parents to visit (announced or unannounced) or lend their knowledge and talents to the classroom – if you’d like to come read, share your experiences and/or career, or teach a skill, just let us know! If you do stop by, we ask that you let Administration know so we know who’s in the school. We never forget that each child is special and honor the trust parents place in us.

PARENT INPUT

We encourage you to become involved in the education and care of your child. We urge you to visit, observe, and offer suggestions and ideas for First Circle. We are always eager to receive feedback in how First Circle can fully meet your needs. We also regularly solicit parental input in the development of program policies through individual or group parent meetings, or via regular surveys. You are also at any time welcome to submit a suggestion to us via email, or an anonymous note dropped in the blue box in the lobby.

COMMUNICATION

As part of our mission statement, we greatly value frequent and open communication. We hope you will make use of the many ways we’ve established to facilitate communication with families:

DAILY COMMUNICATION

We use a secure and private online program for daily communication with families. You can leave notes for your child’s teachers regarding attendance, any changes in patterns or schedules at home, and any other information that can help us best support your child. In the Infant and Toddler programs, you will fill out specific information regarding your child’s wake up time, last diaper change, and last bottle/meal prior to drop off. Throughout the day, the teachers will log the times of your child’s nap(s), bottles, snacks, meals, and diaper changes. At the end of each day that your child is at First Circle, you will receive an email with this information as well as the curriculum and activities for the day. Preschool and Pre-K families will receive an email as well, noting the curriculum and activities for that day as well as any special notes or information specific to the classroom.

Please notify your child’s teacher of anything out of the ordinary with regards to your child’s behavior, disposition or schedule. Please let us know if your child is feeling poorly, had a rough night or morning, if a parent is out of town, or anything special that might account for a mood alteration. Please also let the teacher know of any bumps, scratches or bruises that may have happened at home.

Each classroom has a parent information area with pertinent information about the daily schedule, upcoming events or activities, and helpful resources.

If your primary language is not English or you require alternative communication methods, please let us know, and we will find translation services.

TELEPHONE

Where possible, classrooms have an individual phone and extension so that you can communicate directly with your child’s educators during the day. For toddler and preschool parents, anything longer than a quick call should be made during rest time. If the classroom staff is available, they will answer your call immediately; if your call goes to voicemail (for example, if the class is outside on the playground or if they’re in the middle of Circle Time), please feel free to leave a message and your call will be returned as soon as possible.

If you need to speak to someone without delay, you can press “O” at any time to reach the office.

ASSESSMENT

We are required by EEC to provide an evaluation of each toddler and preschool child every six months. For Infants and diverse learners, we complete an evaluation every three months. As part of the evaluation process, parents are invited to schedule a Parent-Teacher conference if they wish.

PORTFOLIOS AND JOURNALS

Portfolios (for preschool and pre-k) and journals (infants and toddlers) are collections of information, photographs and samples that demonstrate each child’s developmental progress. They are a celebration of each child’s unique abilities, achievements, and progress, displayed through authentic samples of their work and experiences. Each child has their own, and the content focuses on children’s individual interactions with their environment, materials, peers, and teachers.

Educators add material to portfolios and journals regularly, documenting observations and experiences, and use that information to create assessments of progress and development. At First Circle, portfolios and journals are kept in the classroom, and accessible to parents at all times. Sometimes, families take the journal/portfolio home to read, or to add in family experiences.

OTHER COMMUNICATION

NOTIFICATIONS Periodic notices, informational articles, reminders about upcoming activities, and other First Circle news are sent regularly (usually by email, so please make sure your email addresses are up-to-date with us).

SOCIAL EVENTS To support the home/school connection, First Circle also works with families and staff to schedule and plan social events throughout the year. These events offer families a time to meet each other and socialize, as well as time to meet our staff in a relaxed environment.

If your primary language is not English or you require alternative communication methods, please let us know, and we will find translation services.

NOTIFICATIONS

As part of our commitment to full and open communication, and as required by EEC regulations, First Circle will notify you verbally and/or in writing in any of the following circumstances:

any injury that requires medical care beyond minor first aid via an Incident or Injury Report
prior to or as soon as possible following any change in staff
at the end of the day regarding any minor first aid administered (via an injury report)
if an educator observes that a child experiences a developmental, physical, social or emotional need that is not easily met
whenever a communicable disease or condition has been identified in the program
in writing seven days prior to the implementation of any change in program policy or procedures
prior to the introduction of any pets into the program
whenever possible, prior to the use of any herbicides or pesticides
immediately of any allegation of abuse or neglect involving their children while in the care and custody of the licensee [see Child Protection section]

CULTURAL DIVERSITY

We’re proud of First Circle’s cultural diversity and encourage and support the inclusion of the cultural backgrounds of our families in any and every way possible. In every aspect of our program, we provide opportunities to explore issues of cultural, social and individual diversity while developing awareness, acceptance and appreciation of differences, such as gender, language, culture, ethnicity, family composition and differing abilities. Our staff is trained to provide attentive, consistent, comforting, and culturally sensitive care, and we encourage your participation in any way possible.

CONFIDENTIALITY

A child’s personal file at First Circle is confidential and only accessible to authorized staff. Information is not shared without written parental consent, and any release is documented. Parents can review, request copies, and amend records within two days of a request. If a deletion or change is denied, the director will discuss it with parents, providing a written explanation and appeal options through the EEC if necessary.

SOCIAL NETWORKING

The confidentiality policy also applies to social networking websites, blogs and any other media used for either personal or professional use. Unless given permission, our staff is not authorized to represent or to speak on behalf of First Circle. Given the potential for violation of confidentiality, we strongly recommend to our staff that they not “friend” parents of the children that attend First Circle, and that they use privacy settings that keep their photographs and personal information viewable by “friends” only.

PHOTOGRAPHS

Digital photographs are an important tool used to document children’s progress in our program. Teachers at First Circle regularly take photographs of the children for use in classroom projects, to help document children’s learning, and to share pictures of daily events and activities with parents. However, for privacy and liability reasons, any photo taken at First Circle is considered First Circle property. Unless a copy is requested by you, photos remain at First Circle, and are for in-house use only. The only exception to this policy is for photographs/videos that we give to First Circle families. This includes classroom projects, transition “yearbooks,” memory books for children departing the program, and gifts for parents.

Staff may use their own cameras to take photos of the children, but the photographs, whether printed or on file, must remain at First Circle. They are prohibited from posting pictures taken at First Circle to ANY social networking site or use them for personal use (as wallpaper on their phone or home computer), regardless of whether the family has given them permission.

We like to use photographs/videos of children to promote First Circle in promotional displays, posters or materials, newspaper or magazine publications or on First Circle’s website and social media platforms. For those uses, we never publish a child’s name, or any other identifying information. Parents/guardians have the opportunity to indicate their preferences for whether their child is included in any of these photographic opportunities on the Authorization & Consent form. Authorization for the use of the use of photographs/videos is completely voluntary, can be changed at any time, and we do not provide financial compensation for their use.

Babysitting policy + nanny placement fee

BABYSITTING

We get it—when your child forms a strong bond with their teacher, it’s natural to want that connection to extend beyond the classroom. While many early childhood programs prohibit outside babysitting, we choose not to. We trust our team and know these relationships matter. That said, it’s important to be clear about boundaries and expectations. If you choose to hire a First Circle teacher for babysitting:

Babysitting must take place outside of First Circle hours.
Staff may not discuss any internal First Circle matters with families while babysitting.
Babysitting is a private arrangement between you and the employee—First Circle is not responsible for the care provided or liable for any harm that occurs outside our program.
Staff members are still expected to maintain confidentiality, as outlined in our policies.

Nanny Placement Fee

If you choose to hire a First Circle employee as a nanny or caregiver during First Circle’s operating hours—either during your child’s enrollment or for a period of 12 months after withdrawal from First Circle—you will have 30 days to notify First Circle and pay a one-time placement fee of $5,000 to support the cost of hiring and training their replacement. The Nanny Placement Fee must be paid in full before the employee’s last working day with First Circle. Noncompliance with this policy may lead to legal action to recover the fee.

Non-Solicitation Clause

We understand the challenges families face in finding reliable childcare, and we are committed to supporting all families within our policies. Families agree not to solicit or hire First Circle employees for private childcare services without adhering to this policy. This ensures fairness and protects the employment relationship between First Circle and its team members.

Thank you for helping us protect the integrity and professionalism of our team while honoring the meaningful relationships your child builds here.

SOLICITATION AND DISTRIBUTION

We expect that our staff’s work hours at First Circle are devoted to their job responsibilities and the care of the children. Solicitation of staff or children’s family members is prohibited at all times, unless the item or activity is approved in advance by First Circle’s administration. Non-employees are never allowed to solicit or distribute materials on First Circle property without our approval.

COURT ORDER POLICY

In cases where an enrolled child is the subject of a court order (e.g. Custody Order, Restraining Order, or Protection from Abuse Order), First Circle must be provided with a certified copy of the most recent order and all amendments. In the absence of a court order on file with First Circle administration, both parents shall be afforded equal access to their child as stipulated by law. First Circle cannot, without a court order, limit the access of one parent by request of the other parent, regardless of the reason.

If we are presented with a Protection from Abuse Order or a Restraining Order, First Circle is obligated to follow the order for the entire period it is in effect. Employees of First Circle cannot, at the request of anyone, except the issuing judge, allow a Protection from Abuse Order and/or a Restraining Order to be violated. We are obligated to report any violations of these orders to the court.

TERMINATING ENROLLMENT

First Circle is committed to the health, happiness and well-being of your child. We do not ever want to bar a child from continuing to be enrolled at our school and will explore every option to avoid it. We make every effort to make reasonable accommodations for families. However, under rare circumstances, it may be necessary for First Circle to suspend or terminate enrollment for the following reasons:

Failure to provide health information as mandated by the Department of Early Education and Care.
Parent’s consistent refusal to adhere to First Circle policies.
Unresolved differences in child care philosophies that prevent our standard of care being provided.
Physical or emotional challenges that require an excessive amount of individualized attention, or impairment that cannot be reasonably accommodated at First Circle.
Parent’s refusal to comply with First Circle’s request to seek help for the child from appropriate agencies or professional resources.
Behavior where a child repeatedly endangers him/herself or other children and all interventions have failed.
Being consistently late or more than two weeks behind in tuition payment.
Consistently inappropriate or abusive behavior on the part of the parent.

First Circle reserves the right to ask for the withdrawal of a child under any of the circumstances listed above, or if in our sole discretion, we deem alternate care appropriate. Should this happen, the director will schedule a meeting with parent(s) and provide them with two-week written notice of termination. The director will assist the parent(s) in locating other child care options and make the appropriate adjustment for tuition.

POSITIVE COMMUNICATION

Early Childhood Education thrives on family partnerships. First Circle values collaboration, open communication, and feedback to continuously improve. If concerns arise, families and staff work together to clarify policies or develop alternative strategies. If a staff member fails to follow policy, corrective action is taken. In rare cases where collaboration is unsuccessful and fundamental differences persist, First Circle supports families in finding a more suitable childcare arrangement.

How to address an issue with any aspect of your child’s care:

Communicate: As soon as possible, communicate your question or concern to your child’s teacher.
Clarify: The teacher will clarify to you the circumstances and events surrounding the particular incident and any portion of our policies that apply. You or the teacher may request to involve the director at this time. If the director determines that a policy or procedure has not been adhered to by the teacher, this will be communicated to you.
Collaborate: If there are changes that need to be made, whether it is recommendations for follow-through at home or changes to how the program is implemented for your child, we will meet to collaborate on the best way to proceed. A written plan will be created at this time. If retraining of the staff member is appropriate, a plan for this process will be created.
Implement: The plan will be implemented in the classroom and at home for a period of two weeks, unless there are clear indications that the plan needs revision before that.
Follow up: The teacher and/or director will check in with you to ensure that the plan is working for all parties.

*Should you feel that your concern would best be raised outside the classroom, or have a concern of a serious nature, please follow the following procedure:

Communicate: Communicate your concern directly to a member of the administration team as soon as possible.
Investigate: The director will then work to investigate and/or clarify the situation with the classroom teachers. If warranted, the director may choose to involve outside agencies during this part of the process. A written plan will be created at this time. If retraining of the staff member is appropriate, we’ll create a plan for this process.
Follow up: The teacher and/or director will check in with you to ensure that the plan is working for all parties.

If you feel at any time that we are not following the state guidelines, you have the right to file a complaint with the Department of Early Education and Care who will follow up directly with us.

WITHDRAWAL FROM THE PROGRAM

NOTICE OF WITHDRAWAL

A 60-day written notice is required for withdrawal, following which the deposit will be credited to the last week(s) of tuition and a statement issued. The deposit will not be refunded for notification received less than 60 days prior to departure.

TRANSITION TO ANOTHER PROGRAM OR SCHOOL

Of course, our hope for your child’s experience at First Circle is that after (s)he enrolls, departure is only for kindergarten, having benefited from many happy years of excellent early childhood education! We recognize, however, that family needs change over time and you may need to withdraw your child because you’ve moved, your employment status or financial situation has changed, or because your child would benefit from a different type of program.

We also recognize that there are times when our policies and practices may diverge from your goals for your child. We hope that at any time during your child’s enrollment at First Circle, if there’s any issue with your child’s care, you will communicate with us and give us the chance to address the issue. We know that we may not always be able to bridge the gap, and that a child may leave to go to a program that better suits the needs of the child and/or the family.

Whenever a child leaves our program for whatever reason, the teacher prepares the child in a developmentally appropriate manner. The entire class discusses the transition in simple terms. Teachers may also prepare a good-bye party and farewell package with art work and class mementos that may help in the transition. Regardless of the reason for departure, we will make sure the child knows they were a valuable part of our program and that they will be missed!

Thank you

We want to thank you for trusting us to help your child grow. We sincerely appreciate the opportunity to be part of your family and to care for your precious child. 🩷