The Chesterbrook PTA sponsors several before and after school activities, each of which are chaperoned by parent volunteers and/or teachers, the latter of whom are approved by the Fairfax County Public School (FCPS) system. During these activities, the school is not responsible for the safety and security of the students. This policy includes procedures to help keep students as safe as possible during these activities.

Emergency Form

In order to participate in any PTA-sponsored before or after school activity, each parent must complete an Emergency Contact & Health Care Information Form prior to the start of the first class.  A child's registration is not complete until the tuition is paid for and the Emergency Contact & Health Care Information Form is completed.  Included within the Emergency Contact & Health Care Information Form are:

• Specific information regarding the best way to contact parent(s) or guardian(s) in the event a class is cancelled, the student is not picked up, or another similar situation occurs.
• Name, address and all applicable telephone numbers for at least two additional emergency contacts who are authorized by the parent/guardian to pick up the student following the activity.
• Name, address and telephone number for the student’s local physician. 
• Name of the student’s health insurance company, policy number, medications, allergies, physical limitations, and additional medical information if applicable. 
• Authorization for the student to be transported to the emergency room and authorization for the hospital staff to provide treatment.

Drop-Off Policies

• The parent or guardian of the student involved in after-school activities will send the student with a Chesterbroook “Notice of Change” form (green half-sheet) outlining the activity the student will be attending, the activity’s date(s), place and time. This will help ensure that teachers know where to send students after school.
• The school will share green slip information with the School-Age Child Care program where applicable.
• For before school activities, or after-school activities in instances where the student is returning to school after having gone home (e.g., for morning Kindergarten students who are returning for an afternoon class), the parent(s) or guardian(s) must bring the student directly to the classroom where the activity is being held and leave him/her with the adult in charge of the activity. Students shall not be dropped off at the front door of the school. In the event of an unexpected absence by the adult in charge of the activity, the parent bringing the student to the school shall maintain responsibility for the child. Under no circumstances should a student be left unattended by the parent. School administrators cannot provide back-up care in these unexpected situations.

Pick-Up Policy

• For each PTA-sponsored activity, a class list will be developed and, for each session of that activity, a sign-out sheet will be maintained by the parent volunteer or teacher chaperone.
• Students will be released only to the parent(s), guardian(s) or authorized emergency contacts listed on the emergency form.
• SACC students will be released to SACC teachers in accordance with SACC policies.
• If a student has a green slip authorizing them to go home with another student, the green slip must be given by the student to the parent volunteer or teacher chaperoning the activity.
• Parent volunteers or teacher chaperones will check the photo identification of all persons, including parents or guardians, who are picking up the student and will note who picked up the child on the class session list. (It is understood that parent volunteers and teacher chaperones will know or get to know the parents or legal guardians for students participating in the activity. It is sufficient in these circumstances to simply indicate which authorized individual picked up the child. The parent volunteers or teacher chaperones, however, should in all circumstances request ID when they do not know or recognize the individual(s) picking up a given student.)
• Parents will be informed that they must pick up their student on time and that repeated late pick-ups will result in the inability of the student to continue with the activity.

Cancellations

• In the event an activity is cancelled, the parent volunteer or teacher chaperone will notify (1) the school and (2) the parent or guardian for all students involved (using all contact information provided by the parent or guardian at the start of the session). For Fairfax County sponsored classes, such as the FLEX program, the teacher chaperone is responsible for contacting the Fairfax County FLEX office, the PTA’s FLEX coordinator, and all parents/guardians of participating students. Notes: The individuals placing the calls must directly speak to a parent. Messages alone are inadequate. Parents may not be checking their messages during these periods. When a parent/guardian cannot be reached on any of the given phone numbers, the parent volunteer or teacher chaperone shall supervise the child until s/he is collected by an authorized individual. In the case of the FLEX program, this responsibility resides with the teacher chaperone.
• Note that this notification policy is only for instances in which the activity is cancelled due to circumstances affecting that particular activity (e.g., illness of the teacher or similar situation). When school is closed for the day, will open late or close early due to inclement weather, no additional notification will be necessary.

Refunds

• 100% refunds will be issued when classes are cancelled by Summer Quest management. 
• 75% refunds will be issued if a participant is withdrawn before two weeks before the class start date.
• There will be no refund for a participant withdrawn within two weeks of the class start date.

Student Conduct

• In order to maintain a safe environment for students participating in before and after school activities, as well as others who may be in the school building at the same time, students will be informed that they must continue to follow all school rules and must stay in the classroom or activity location at all times. Students who must use the restroom will notify the responsible parent or teacher chaperone and will return immediately to the classroom when finished.
• Failure to follow such rules will result in the student being dismissed from the activity. The parent volunteer and/or teacher chaperone of any after-school program is to provide a copy of these policies to the parents/guardians of participating students.

Please Click HERE To Complete The Emergency Contact & Health Care Information Form.

Adopted by the PTA Board June 6, 2006; Updated April 2007