Child Care Handbooks & Family Resources

Find important information for families enrolled in YMCA of Reading & Berks County child care programs. Our handbooks provide details about program policies, health and safety procedures, daily expectations, communication, enrollment requirements, and other information to help families know what to expect.

Select your child’s program below to view the appropriate handbook and related resources.

School Age Child Care Handbook

This handbook provides everything families need to know about YMCA School Age Child Care, including our Before and After School Care and School’s Out programs.

Click here for Required Forms

Mifflin YMCA

Location: 140 Chestnut Street, Mohnton, PA  | Phone Number: 610-750-5036 | Program Staff: Childcare Site Supervisor Christina Dise,  [email protected]

Care Hours: Before-School Care: 7:00 AM until the start of school. Transportation Provided. After-School Care: school dismissal until 6:00 PM. Transportation Provided

Drop-off and Pick-up Location: Please use the main entrance, sign your child in at the front desk, and escort your child to the gym,

School Calendar Information: The YMCA will follow the Governor Mifflin School District Calendar.

Inclement Weather Information: If Governor Mifflin School District has a delayed start or an early dismissal due to weather, the YMCA will not provide care. If Y-Care at Mifflin is closed due to inclement weather, it will be announced on WFMZ-TV69 News Storm Center and on ClassDojo.

 

Reading YMCA

Location: 631 Washington Street, Reading, PA | Phone Number: 610-378-4764 | Program Staff: Childcare Director Ashley Price, [email protected]

Care Hours: Before-School Care: 6:00 AM until the start of school. Transportation Provided. After-School Care: school dismissal until 6:00 PM. Transportation Provided. Must have a minimum of 5 children for each program to operate.

Drop-off and Pick-up Location: Please walk your child to their classrooms at the Reed Street side of the YMCA and sign them in and out.

School Calendar Information: The YMCA will follow the Reading School District Calendar. 

Inclement Weather Information: If Reading School District has a delayed start or an early dismissal due to weather, the YMCA will provide care. If the Y-Care at Reading is closed due to inclement weather, it will be announced on WFMZ-TV 69 News Storm Center and on ClassDojo.

 

Robeson Elementary Center

Location: 801 White Bear Road, Birdsboro, PA | Phone Number: 610-750-5036 | Program Staff: Childcare Site Supervisor Christina Dise,  [email protected] 

Care Hours: Before-School Care: 7:15 AM until the start of school. After-School Care: school dismissal until 6:00 PM. Y Care at Robeson Elementry’s PM Care session requires a minimum of 5 participants to operate. Program and operating days may vary based on enrollment. 

Drop-off and Pick-up Location: Please park in the parking lot (not the bus lane) and walk up to the main entry doors and ring the building bell where you and your child will be greeted and brought into the building, where you can wait for a YMCA staff member to assist you.

School Calendar Information: The YMCA will follow the Twin Valley School District Calendar. 

Inclement Weather Information: lf Twin Valley School District has a delayed start or an early dismissal due to weather, the YMCA will not provide care. If Y-Care at Robeson Elementary Center is closed due to inclement weather, it will be announced on WFMZ-TV 69 News Storm Center and on ClassDojo.

 

Schuylkill Valley Elementary

Location: 62 Ashley Way, Leesport PA | Phone Number: 610-378-4728 | Program Staff: VP of Youth Development Shelley Eppihimer I [email protected]

Care Hours: Before-School Care: 7:00 AM until the start of school. After-School Care: school dismissal until 6:00 PM. 

Drop-off and Pick-up Location: Parents are asked to pick up at DOOR #2 by the cafeteria. Parents will not be able to enter the building and will be asked to remain in the vestibule area to greet and sign your child in and out.

School Calendar Information: The YMCA will follow the Schuylkill Valley Elementary Calendar. 

Inclement Weather Information: If Schuylkill Valley Elementary has a delayed start or an early dismissal due to weather, the YMCA will not provide care. lf Y-Care at Schuylkill Valley is closed due to inclement weather, it will be announced on WFMZ-TV69 News Storm Center and ClassDojo.

 

Wyomissing Hills Elementary Center

Location: 110 Woodland Road, Wyomissing, PA | Phone Number: 484-577-5279 | Program Staff: Childcare Director Ashley Price, [email protected]

Care Hours: Before-School Care: 7:00 AM until the start of school. After-School Care: school dismissal until 6:00 PM. 

Drop-off and Pick-up Location: At the time of drop off and pick up, parents are required to call the childcare number 484-577-5279. A YMCA staff member will come to door #19 for parents to sign their children in and out of the facility.

School Calendar Information: The YMCA will follow the Wyomissing Hills Elementary School Calendar. 

Inclement Weather Information: Y-Care at Wyomissing Hills Elementary Center will not be able to provide care on the days with late starts (ex. one and two hour delays) due to inclement weather. Y- Care at Wyomissing Hills Elementary Center does not offer care on scheduled school closures dates, inclement weather, and weather delays. Please refer to the WFMZ-TV69 News Storm Center and ClassDojo for announcements.

At the YMCA, we are committed to providing a safe, supportive, and engaging environment where every child can learn, grow, and thrive. Our School Age Child Care programs are designed to build confidence, encourage creativity, and support academic success through structured activities and positive relationships.

Our team focuses on helping children develop strong character, explore new interests, and build meaningful connections in a fun and inclusive setting. We believe every child deserves the opportunity to feel supported, valued, and inspired every day.

Enrollment in YMCA School Age Child Care includes flexible scheduling options for Before and After School Care and School’s Out programs. Registration fees and weekly rates vary based on program type and membership status.

Session Type

Y-Member

Non-member

Part-Time (1 session: either Before OR After)

$20/Session

$25/Session

Full-Time (2 sessions: both Before AND After)

$40/Day

$50/Day

Half Day

$25/Session

$30/Session

Full Day

$50/Day

$60/Day

Before the school year begins, you’ll receive an email to create your online account and set up payment. Payments can be made:

  • Online through our secure system
  • At your YMCA branch by cash, check, or credit card
  • We cannot accept payments at off-site program
Fees & Deadlines:
  • Weekly childcare payments are due by 9 AM Friday for the following
  • Late payments incur a $10 If payment is over one week late, care will be suspended until the balance is paid in full.
  • Returned checks will result in a $20 After two, we’ll only accept cash or money order.

Registration Fees:

 These fees are non-refundable and required for members and non-members.

Subsidized Childcare:

We accept Early Learning Resource Center (ELRC) and United Way support. Families receiving ELRC/CCW support are allowed up to 40 paid absent days per fiscal year (July 1-June 30). Absences beyond 40 days are the family’s responsibility and will be billed at the provider’s daily rate. Families must notify the ELRC if their child will be absent for more than five consecutive days and should follow both ELRC and YMCA absence policies, providing advance notice for any planned absences.

Please Note:

Non-payment may result in immediate suspension and potential legal action. If an account is turned over to collections, the parent is responsible for all collection costs.

After registering, families must complete and submit required forms before their child can attend the program. These forms help ensure the safety, health, and proper care of every child.

  • Emergency Contact Information Form Agreement (updated every six months)
  • Parent Agreement (updated every six months)
  • Getting to Know You
  • 45-Day Observation
  • Code of Conduct
  • Medication Log (if applicable)
  • Photo/Video and Audio Recording Release
  • Handbook Agreement Form
  • Health Assessment Form and Most Recent Immunization Record
  • Special Care Plan
  • Any Court Order potentially impacting your child’s enrollment. For examples, for a Protection From Abuse (PFA) for you or your child, a visitation agreement or custody agreement must be supplied at the time of enrollment or at the time the document is issued.

Registration Process

Most waivers and agreements can be completed online, but the Department of Human Services still requires a few paper forms. You have two options to register:

  1. Online: Click here to register. After registering, you’ll get an email with DHS-required forms. Print, fill them out, and return them before your child’s first day. 
  2. In-Person: Stop by the YMCA’s Welcome Center (front desk). To speed up the process, we recommend completing the forms ahead of time and bringing them with you. You’ll sign all additional waivers electronically, please bring your mobile device if available.

Please note: Regardless of the way you register, you must receive confirmation from the childcare director to begin attending our program.

The YMCA School Age Child Care program is designed to support children’s growth in a safe, engaging, and supportive environment. Our programs focus on building confidence, encouraging creativity, and supporting social, emotional, and academic development.

Our program also features age appropriate, recreational activities using music, movement, crafts, games, and other resources.

We do not provide one-on-one care; children must be able to thrive in a group setting.

Equal Opportunity

The YMCA of Reading & Berks County is an equal opportunity provider. Applications for enrollment are accepted without regard to race, religion, sex, disability, sexual orientation, political beliefs, family status, or national origin. We celebrate diversity and know that our children benefit through an enriched learning environment.

Licensing

All YMCA childcare sites are licensed by the Department of Human Services and participate in Pennsylvania’s Keystone STARS Quality Rating System. Our programs are rated 4 STARS, the highest level, reflecting strong standards in staff education, child development, learning environments, family engagement, and program management.

As part of Keystone STARS, we are committed to continuous quality improvement and to meeting state guidelines outlined in our parent handbook.

Continuous Quality Improvement

In Pennsylvania, childcare programs are encouraged to follow a continuous cycle of quality improvement to better serve children and families. At our centers, we use tools like classroom assessments, staff development plans, parent surveys, and team meetings to identify areas for growth each year. From there, we create action plans, implement meaningful changes, and review our progress annually to ensure we’re always moving forward.

YMCA Staff & Communication

To give every child the attention they deserve, the YMCA maintains a staff-to-child ratio of 1:12. Our team is made up of passionate, qualified professionals, many of whom are enrolled in teaching programs, are college students studying child development, or are full-time educators.

Every staff member is trained in Mandated Child Abuse Reporting, Pediatric First Aid, and CPR/AED, and they’re required to complete at least 12 hours of continuing education each year. All staff have up-to-date clearances, health physicals, and certifications as required by the state.

But what really sets them apart? They love what they do. Whether they’re leading a game, singing a silly song, or helping a child feel seen and supported, our staff are role models who create a fun, safe, and meaningful space for kids to grow. Our Early Learning Centers proudly maintain Keystone STARS certification, reflecting our commitment to high-quality care, safety, and child development standards.

Please keep us informed about any major changes at home that could impact your child emotionally, socially, or physically, such as a move, a family illness or hospitalization, changes in routine, or shifts in family relationships. When we’re aware, we can better support your child with care and understanding. Anything you share will be treated with the utmost confidentiality.

Program Philosophy & Character Development

The YMCA School Age Program is designed for children ages 5- 12, offering developmentally appropriate experiences that support academic, emotional, and social growth. Through a mix of hands-on centers, physical activity, group learning, and free play, we nurture the whole child and recognize each student’s individual strengths and needs. As children engage in daily activities, staff observe, document, and use that insight to encourage personal confidence and developmental progress.

Character building is at the heart of everything we do. Across all program areas, we intentionally teach and model the Y’s four core values:

  • Caring – Kindness, generosity, and compassion
  • Honesty – Truthfulness, fairness, and integrity
  • Respect – Courtesy, empathy, assertiveness, and inclusion,
  • Responsibility – Reliability, accountability, humility, helpfulness, and self-discipline
  • Inclusion – Belonging, acceptance, and valuing differences

These values aren’t just classroom buzzwords, they’re the foundation of our community. YMCA is committed to teaching and building values as we model character development and challenge youth to demonstrate positive values to serve them throughout their lives.

Everything you need to know about how we operate, from daily routines to payments. To keep your child safe and ensure smooth transitions, here’s everything you need to know about daily arrival and dismissal.

Sign-In & Sign-Out:

All families must use our electronic sign-in/out system (on the program iPad) each day.

  • A parent guardian, or authorized contact must check the child in and out every day, no exceptions.
  • Please wait until a staff member acknowledges you before leaving your child.

Arrival & Dismissal Times:

  • Children will only be released to individuals listed on your emergency contact form.
  • If someone else is picking up, written permission must be provided in advance.
  • All individuals picking up must show a valid state-issued photo ID.
  • No one under the age of 16 will be allowed to pick up a child.
  • Children will not be released to anyone who appears impaired by drugs, alcohol, or any other In these cases, law enforcement will be contacted to ensure everyone’s safety.

Communicating Changes:

If your schedule changes or someone new needs to pick up your child:

  • Notify both your child’s school and the YMCA as soon as possible.
  • If you’re unable to reach the school, call the YMCA as soon as possible.
  • Timely communication helps staff keep your child safe and in the right place at the right time. 

Parent Notification Area:

Each site has a designated parent communication area where you can check for:

  • Daily notices and reminders
  • Important announcements
  • Special requests from staff

You’ll also receive a monthly newsletter with updates, events, and helpful info. We offer two parent-teacher conferences per year to keep you in the loop about your child’s progress, but you’re welcome to speak with staff any time. Parents will also have access to ClassDojo, where updates and information will be shared with families, including photos, daily updates, and announcements.

Program Calendar

YMCA Childcare programs are closed on the following holidays: New Year’s Eve & New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Good Friday, Memorial Day, Fourth of July, Labor Day, Indigenous Peoples’ Day, Thanksgiving & the day after, Christmas Eve, and Christmas Day.

Please plan accordingly. Closures do not impact tuition fees or result in reimbursement.

Children must have a current physical exam within one month of enrollment, repeated every year. Immunizations are strongly encouraged. Parents are responsible for all related medical costs. We reserve the right to send a child home if signs of illness are observed.

Upon arrival each day, staff will observe children for signs of illness. At the discretion of the Director (or designee), a child exhibiting signs of illness will not be admitted to the program for the wellness of your child and the other participants. Please communicate any known health concerns at drop-off.

Children will not be admitted if they show:

  • Fever of 100.4°F or higher
  • Vomiting or diarrhea
  • Rashes with unknown causes
  • Communicable disease symptoms
  • Persistent cough, unclear mucus, or cold with fever
  • Conjunctivitis (pink eye), unless treated with 2 doses of medication
  • Bronchitis, strep, or other throat infections
  • Head lice or nits

If your child becomes ill during the day:

  • You or an emergency contact will be called.
  • Your child must be picked up within one hour.
  • Children must stay home for at least 24 hours after symptoms resolve or as directed by illness-specific guidelines. A doctor’s note will only be accepted after the 24-hour requirement is satisfied. 

If your child is diagnosed with a communicable disease (listed below), please notify the YMCA within 24 hours so our staff can follow YMCA protocols, such as informing other families, to meet state licensing requirements. For reference, please see the complete guide of national standards: Caring for Our Children- National Health and Safety Performance Standards.

  • Chickenpox
  • Strep throat
  • Lice
  • Pink eye

Injury Protocol

In case of injuries:

  • Minor injuries: staff will administer first aid and contact you if necessary.
  • Major injuries will result in immediate medical You will be called immediately, paramedics will be called and your child will be taken to the nearest medical facility. A staff member will accompany your child until you or the emergency contact arrives.

Medication Policy

The YMCA of Reading & Berks County is only able to administer life-sustaining medications, such as EpiPens for severe allergies or insulin for diabetes management. Over-the-counter and non-essential prescription medications cannot be given. We can only administer medication with the following:

  • A doctor’s order (prescription)
  • A completed YMCA Medication Authorization Form
  • A Special Care Plan (required for all life-sustaining medications)

All medications must be in original pharmacy-labeled containers. Label must include:

  • Child’s full name
  • Medication name/dose
  • Prescribing doctor’s info
  • Fill/expiration date
  • Specific instructions for use

We encourage families to request two bottles from the pharmacy, one for home and one for program use.

Special Care Plans

If your child requires life-sustaining medication, has a severe allergy, or needs ongoing medical attention, a Special Care Plan must be completed by their healthcare provider. This plan includes:

  • Medications/treatments required
  • Modifications needed in daily routines
  • Emergency care instructions

Our team will implement this plan to ensure your child receives the support they need every day.

The YMCA of Reading & Berks County is committed to providing inclusive, welcoming care for children of all abilities. Our goal is to create a safe, supportive environment where every child can grow, thrive, and succeed, socially, emotionally, and developmentally.

We welcome open communication and encourage families to share any relevant care needs early on so we can collaborate on reasonable accommodations. This may include a YMCA-developed care plan or coordination with your child’s school or medical provider.

Please note:

  • Children enrolled in our School Age programs must be toilet-trained and able to use the restroom independently. Due to staffing limitations and our facilities, we are unable to provide one-on-one toileting assistance or access to private bathrooms.
  • The YMCA is not a 1:1 care We support all children to the best of our ability within program ratios and available resources.
  • Our inclusion practices follow all applicable PA OHS Chapter 3270 and OCDEL guidelines.
Supporting Individual Needs

We recognize that every child is unique, and we’re here to support them with reasonable accommodations whenever possible. If your child has a medical, developmental, behavioral, or physical need, we encourage open dialogue so we can work together to create a care plan that supports their success in our program.

For children enrolled in School Age Before & After School Enrichment (Y Care), it is required that they are able to toilet independently. Due to staff ratios and facility limitations, we are unable to provide one-on-one toileting assistance or access to private restrooms. That said, we will always collaborate with families to explore reasonable accommodations within the scope of our resources.

If your child is supported by an outside agency or professional (such as a TSS, BHT, or PCA), we’re happy to collaborate. To ensure everyone’s safety, support staff must submit required clearances before joining us onsite. These include:

  • PA Criminal Background Check
  • FBI Fingerprinting
  • PA Child Abuse Clearance
  • National Sex Offender Registry (NSOR) Verification
  • Mandated Reporter Training Certificate

In some cases, if a child’s needs exceed what can be safely managed within our staffing ratios and 1:1 support is unavailable or not permitted to attend, the program may not be an appropriate fit at this time. If that happens, families will be notified with care and transparency, and we’ll help explore alternative supports.

IEPs, 504 Plans & Behavioral Support

If your child has an IEP, 504 Plan, IFSP, or behavioral support plan through their school district or another agency, we require a copy before your child starts the program. This allows our staff to:

  • Receive training to support your child effectively
  • Prepare appropriate accommodations
  • Ensure a smooth, supportive transition into care

All documents are kept confidential and only shared with program administrators and direct care staff. Upon request, a YMCA team member may attend IEP or support meetings to help align goals between school and our program. Please note: If documentation isn’t submitted in advance, care may be paused temporarily until proper training and supports can be put in place.

Transitions & Life Changes

From moving up a grade to changing routines at home, we understand transitions can be a big deal for kids, and we’re here to help. Whether your child is shifting between YMCA programs (ex: preschool to school age), starting a new grade, or preparing to age out of care (usually around grades 5-6), we’ll provide support and guidance every step of the way including developmental milestones and behavioral expectations. This may include:

  • “Meet the Teacher” and “Open House” events and family orientation nights
  • Optional tours or pre-year check-ins (based on site availability)
  • Resources on topics like school transportation, outdoor safety, bullying prevention, screen time, internet, and social media use
  • Information on YMCA teen and leadership programs for post-elementary growth

We also encourage you to notify us of any major life changes that could impact your child emotionally, physically, or behaviorally (ex: moves, medical diagnoses, family separations, hospitalizations). This helps us offer the best possible support. Everything you share will be treated with the utmost care and confidentiality.

Family Rights & Protections

Your child will never be expelled or excluded from YMCA programs because:

  • You filed a licensing or compliance complaint (including to OCDEL)
  • You reported suspected child abuse or neglect
  • You raised concerns or asked questions about YMCA policies

We are here to support, not punish, families who advocate for their children. Every child has the right to feel safe, respected, and valued in our care.

At the YMCA, our goal is to provide a safe, respectful, and inclusive space where all children can thrive. We believe in teaching positive behaviors through proactive guidance, role modeling, and supportive relationships.

Our Behavior Philosophy

We recognize that each child is unique, and we use a developmentally appropriate, strength-based approach to guide behavior. Our staff focuses on:

  • Clear expectations and consistent routines
  • Positive reinforcement and reward systems
  • Gentle redirection and encouragement
  • Modeling YMCA Core Values: Caring, Honesty, Respect, and Responsibility

Our goal is to help children develop self-regulation, respect for others, and personal responsibility in a supportive and fun environment.

Code of Conduct: Parents & Guardians

We expect all parents, guardians, and caregivers to uphold YMCA Core Values and model respectful behavior while on-site or during YMCA events.

Please refrain from:

  • Using harsh, threatening, or inappropriate language
  • Physical aggression toward anyone (including your own child)
  • Damaging YMCA property or materials
  • Showing up under the influence of drugs or alcohol
  • Wearing inappropriate or revealing clothing on YMCA property

The YMCA is a drug-free, alcohol-free, smoke-free, and weapon-free environment. Possession or use of illegal substances or weapons will result in immediate dismissal and possible police involvement.

If a parent or authorized pickup person arrives impaired, staff will contact an emergency contact. If the person attempts to leave with the child, the police will be contacted immediately for the child’s safety.

For the full YMCA Member Code of Conduct.

Bullying Policy & Behavior Levels

At Y Care, bullying is never acceptable. Our mission is to make sure every child feels safe, supported, and part of a community built on the YMCA Core Values.

To help us respond appropriately and consistently, behaviors are categorized into levels to guide both prevention and response. These levels allow us to work with families on solutions that support children’s social-emotional growth while keeping the program safe and welcoming for all.

Behavior Levels:

Level 1*: Disrespect to staff or peers, disruptive behaviors, excessive horseplay, not following rules or directions, teasing/mild physical aggression (examples are pushing, tripping, hitting, spitting etc.)

  • First Violation: Verbal notice explaining behavior of concern.
  • Second Violation: Written notice explaining behavior of concern.
  • Third Violation: Written notice explaining behavior of concern. Parent conference required.
  • Fourth Violation: One to three days of out of program suspension (tuition not prorated).
  • Fifth Violation:  Removal form program without reimbursement.

Level 2*:  Inappropriate language, property destruction, threatening comments or gestures, leaving program area without permission, repeated physical aggression (examples are pushing, tripping, hitting, spitting etc.)

  • First Violation: Verbal notice explaining behavior of concern.
  • Second Violation: Written notice explaining behavior of concern. Parent conference required.
  • Third Violation:One to three days of out of program suspension (tuition not prorated).
  • Fourth Violation: Removal form program without reimbursement.

Level 3*: Fighting, biting, harassment, intimidation, bullying, severe aggression towards staff and peers. 

  • First Violation:One to three days of out of program suspension (tuition not prorated).
  • Second Violation: Removal form program without reimbursement.

*Determination of the violation is at the discretion of the Program Director. Violation determination may escalate to immediate suspension or dismissal from program based on severity of violation. Please discuss this behavior management policy with your child(ren).

We are committed to open, respectful communication and a strong partnership with families. A child will never be removed from our programs because their parent or guardian raised a concern, reported suspected abuse or neglect, or filed a complaint with the Office of Child Development and Early Learning (OCDEL). These actions will never be held against a child or family. Our goal is always to support every child’s success through collaboration, transparency, and care.

Behaviors that conflict with YMCA values will be addressed with developmentally appropriate consequences. Children suspended from school (in-school or out-of-school) are not permitted to attend YMCA care on those days.

We believe children grow best when staff and families work together. Staff will keep families informed, use positive reinforcement, and apply consistent expectations across all program areas. Serious behavior issues may lead to written documentation, temporary suspension, or removal from the program, especially when safety is impacted. Our goal is always to support success, not punish mistakes, and we’ll collaborate with families whenever possible.

Progressive Discipline & Consequences

We use a progressive discipline approach to address behavior concerns in a consistent, age-appropriate way. Our goal is to guide, not punish, while ensuring a safe and positive environment for all. The YMCA follows the following consequences for children’s behavior; however, the YMCA reserves the right to skip any and all of these steps as they see necessary.

Suspension and termination are steps we hope not to use; however, the safety of all the children and staff is our priority. All disciplinary issues are at the discretion of the Branch Executive Director, Program Director, and childcare staff. Parents will be notified of inappropriate behaviors. In extreme situations involving aggression, threats to safety, or serious disruption, a child may be suspended or expelled immediately. These decisions are made at the discretion of the Program Director and/or the Vice President of Youth Development based on the severity of the incident and the overall safety of the program.

We also believe in recognizing positive behavior. Staff will share positive feedback regularly, highlighting how your child demonstrates our YMCA Core Values.

Child Abuse Prevention & Reporting

Child abuse is a serious concern for the YMCA and will not be tolerated in any form by staff, parents/ guardians, family, friends, or another child. Allegations will be taken seriously and will be reported to the proper authorities. Reports of suspected abuse are confidential, and the YMCA will not confirm or deny that a report was made.

YMCA and all childcare staff are mandated child abuse/neglect reporters as required by federal and state laws governing the YMCA childcare programs. Staff are trained to recognize signs of child abuse and neglect and any suspected abuse will be reported to the appropriate authorities.

Family Communication

We partner with parents to support children through clear, consistent communication. You’ll be informed of behavioral concerns through:

  • Verbal updates at pick-up
  • Phone calls
  • ClassDojo app
  • Written incident reports
  • Behavior contracts or refocus forms (if needed)

We also celebrate your child’s wins. Expect to hear about successes, growth, and Core Values in action.

Grievance Process

If you have a question or concern about your child’s care:

  1. Start by speaking with the site Director or senior staff.
  2. If you feel the concern wasn’t resolved, reach out to the Branch Executive Director or the Vice President of Youth Development.
  3. Concerns can always be escalated to YMCA leadership if needed, we’re here to listen and partner with you.
Observations, Assessments & Family Communication

YMCA staff observe and connect with your child daily. We conduct informal developmental observations at least twice a week to track social, emotional, and physical growth, support learning, and tailor activities to children’s needs and interests.

Twice per year, typically in the fall and spring, we complete formal developmental assessments using an age-appropriate checklist. After each assessment, families are invited to a parent-teacher conference to review progress, set goals, and share insights. These conferences are documented, signed, and filed, and a copy is provided for your records. At your written request, we’re happy to share assessment information with schools or teachers to support transitions or collaboration.

We deeply value parent partnership and believe open communication is key to every child’s success. You’re encouraged to attend family events, workshops, and meetings throughout the year. We’ll keep you in the loop using whiteboards, newsletters, and our communication platforms, and if you ever have questions or just want to check in, our staff are always available to talk.

Learning Standards, Environment & Curriculum Planning

Our classrooms are thoughtfully organized into interest areas like art, dramatic play, science, literacy, music, and building blocks. Materials are chosen to reflect diversity in race, age, and ability, and children have designated spaces for personal belongings. Daily handwashing routines help us maintain a safe and healthy environment.

YMCA staff use Pennsylvania’s age-appropriate learning standards as the foundation for weekly lesson planning. Activities are designed to support the needs and interests of both the group and each individual child. Lesson plans are dynamic, fun, and educational, clearly connected to learning goals you’ll see posted in each program space. Staff use iPads, resource books, and online tools to craft meaningful experiences that help your child grow.

Family Engagement, Events & Communication

We love when families get involved! Parents are encouraged to attend seasonal events, workshops, and celebrations throughout the year. Staff will keep you in the loop through whiteboards, newsletters, and digital platforms, and you’re always welcome to reach out or schedule a meeting.

Our Y community includes families who speak many different languages, and we celebrate that diversity. You’ll often hear different languages during drop-off and pick-up, and we include home languages in books, songs, and classroom activities. Families are invited to share items or traditions from home to help us reflect the beautiful diversity of our community.

If you prefer communication in a language other than English, let us know, we’ll use translation resources when needed to ensure everyone stays informed and connected.

Supporting Transitions

Big changes can be exciting, but also a little overwhelming. That’s why we take special care to support transitions, whether your child is starting Y Care for the first time, moving up a grade, or preparing for middle school.

We partner with families and schools to offer orientation nights, Meet the Teacher events, and school-readiness tips to ease the way. Throughout the year, we also cover safety and social topics, like online behavior, transportation rules, and bullying prevention, to help your child feel confident at every stage. When it’s time to move on from Y Care (typically around grades 5-6), we’ll provide information about teen leadership programs and other YMCA opportunities to keep your child connected and growing.

Media Policy (Photos & Videos)

We love capturing special moments! Occasionally, staff may take photos or videos during Y Care activities for program use or YMCA marketing materials. No compensation is provided for the use of images, and children are never identified by name. If you have questions about media use, please let your site director know.

Cell Phone & Smart Device Policy

Y Care is a screen-free zone, and that goes for staff and kids. We ask that children leave phones, smartwatches, gaming devices, and other electronics at home. If a device does come along, it’ll be held safely by staff until pick-up.

For emergencies, please contact your site directly. We’ll never hesitate to reach out if your child needs you.

Note: For everyone’s safety and privacy, video and photo use on phones is not allowed in any YMCA childcare space.

Snacks, Candy, Gum, Toys & Electronics

To keep our program healthy and focused, children should leave toys, candy, gum, and personal electronics at home. The YMCA provides a daily peanut-free snack, no outside food is allowed unless coordinated in advance with staff for dietary needs.

We know Pokemon cards and iPads are fun, but they’re a no-go at Y Care. Let’s keep the focus on play, not screen time or sugar rushes.

Clothing & Footwear Guidelines

Play gets messy, dress accordingly! We recommend comfortable, washable clothes and sturdy closed-toe shoes like sneakers. Please label everything: jackets, backpacks, water bottles, you name it.

The YMCA is not responsible for lost or damaged personal items, including jewelry or clothing, and we can’t provide refunds or replacements. If it’s precious, keep it safe at home.

Child Records

All our centers are licensed by the Department of Human Services (DHS) are currently Keystone Stars rated. We are required to keep confidential files on your child. This includes the paperwork you complete during registration and may include developmental assessments and observational notes.

As a participant in Keystone Stars and a licensed childcare center, we are required to do various observations and assessments on your child. These include, but are not limited to, 45-Day Observations, Six-Month Observations, Ages & Stages, Work Sampling & Ounces, and monthly observations.

Information will be shared with parents when required and is available for your review at any time. To continuously improve the quality of our programs and best serve you and your child, we may ask you to provide a current copy of an Individualized Education Program (IEP) or Individual Family Service Plan (IFSP) for your child’s file.

In addition, copies of relevant information will be transferred or shared upon your written request completing an Authority to Transfer Education/Childcare Records form. Please ask a YMCA administrator for more information.

Release of Records & Confidentiality

Your child’s privacy is important to us. Any request to release records (like developmental assessments or intake forms) must be made in writing, no verbal or faxed requests can be accepted. Records can only be shared with the parent or legal guardian who registered the child, unless we receive written permission otherwise. All releases are handled securely and in line with YMCA policy and applicable privacy laws.

Family Resources & Support

At the YMCA of Reading and Berks County, we know parenting isn’t always easy, but you don’t have to do it alone. We’re here to support you with educational opportunities, resource referrals, and community connections designed to meet the real-life needs of our families.

Parenting Pathways

Parenting is the toughest job out there, and the most important. Parenting Pathways is a free six-week workshop offered five times a year to help parents build confidence and skills in their child’s early developmental years. The program includes hands-on learning, group discussions, and weekly home visits from a trained Parenting Pathways educator, so families get support both inside and outside the classroom.

For more information, contact Parenting Pathways 610-378-4748 or [email protected].

Referrals & Community Support

Sometimes families need more than just after-school care, and we’re here for that too. Y Care directors and staff can help connect you with community services like:

  • Food and nutrition support
  • Emergency or temporary housing
  • Healthcare and mental wellness services
  • Financial assistance
  • Workforce support
  • Volunteer opportunities

If you’re facing a challenge or just looking for local resources, talk to your child’s teacher or site director. We’re always here to listen and connect you with the help you need.

Equity & Inclusion

Admissions, the provisions of services, and referrals of clients shall be made without regard to race, color, religion, disability, sexual orientation, national origin, age, or gender. Program services shall be made eligible to persons with disabilities through the most practical and economically feasible methods available. These methods include, but are not limited to, equipment redesign, the provision of aides, and the use of alternative service delivery locations. Structural modifications shall be considered only as a last resort among available methods.

Any client who believes they have been discriminated against may file a complaint of discrimination with the following:

  • YMCA of Reading & Berks County | 631 Washington Street, Reading, PA 19601 | 610-378-4700

  • Department of Human Services Bureau of Equal Opportunity | NE RO 331 Scranton State Office Building 100 Lackawanna Avenue, Scranton, PA 18503-1923

  • Office for Civil Rights U.S. Dept. of Health and Human Services | Public Ledger Building, Suite 372 | 150 South Independence Mall, West Philadelphia, PA 19106-9111

  • PA Human Relations Commission Harrisburg Regional Office | 5th Floor Riverfront Office Complex | 1101-125 S. Front Street, Harrisburg, PA 17104

What’s ClassDojo? It’s a global community of teachers and families who come together to share kids’ most important learning moments in school and at home-through photos, videos, messages and more.

Connecting to Your Child’s Class via a Parent Code from the Web

Parent codes are unique to each child and allow parents to connect with their child’s teacher on ClassDojo. Parent codes are between seven to nine characters long and start with the letter “P_” Parent codes can be used by multiple parents and guardians to connect to the student.

All of the parent accounts linked to the code are separate and private. All connected parents can view the student’s reports as well as any posts that are made to the Class Story or Portfolios. However, any messages exchanged between each account holder and the teacher are private.

Please Note: Parent codes can only be obtained from your child’s teacher. If you haven’t received a parent code, please reach out directly to the teacher to obtain yours.

Required Forms for School Age Programs

2026 Program Forms Packet

To help us provide the best possible care for your child, the following forms must be completed and returned before your child’s first day in the program.

What to do:
• Review each form in this packet
• Complete all required sections
• Return forms to your YMCA location or bring them on your child’s first day

Some forms may require updates throughout the year to keep your child’s information current.

If you have any questions or need assistance, our team is here to help.

Thank you for helping us create a safe, supportive, and organized experience for every child.

Early Learning Center Handbook

This handbook provides everything families need to know about YMCA Early Learning Center programs, including policies, procedures, daily routines, and family expectations.

Click here for Required Forms

Early Learning Center at Reading YMCA

Location: Reading YMCA | 631 Washington Street, Reading, PA 19601 | Phone: 610-378-4708 

Program Leadership:  Shelley Eppihimer, VP of Youth Development,  [email protected] | Ashley Price, Childcare Center Director, [email protected]

Care Hours: Monday – Friday | 6:00 AM – 6:00 PM

Early Learning Center at Richmond

Location: Richmond Program Center | 14432 Kutztown Road, Fleetwood, PA 19522 |  Phone: 610-944-1075

Program Leadership: Shelley Eppihimer, VP of Youth Development,  [email protected] | Jonathan Johnson, Early Learning Center Director, [email protected]

Care Hours: Monday – Friday | 6:30 AM – 5:30 PM

Private Fee ScaleDaily at 10 hr/day        Weekly at 10 hr/day
Infants (6 weeks–12 months)$66$330
Young Toddlers (12 months–24 months)$63$315
Older Toddlers (2–3 years)$61$305
Preschool (3–4 years)$54$270
Pre-K (4–5 years, 1st day of Kindergarten )          $54$270
  • Registration Fee: $75 per child, due at time of registration
  • Late Fee: $1 per minute after agreement time or over 12 hours of care
  • Over 10 hours Fee: $2 per child, per hour over 2 hours

Fees are accepted weekly, bi-weekly, or monthly for the weeks prior to care. Payments not received by end of business Friday will be assessed a $10 late fee for each day late. There is no reduction in fees for holidays, emergency closings, vacation or illness.

A two-weeks written notice is required for termination of care by the parent/guardian.

Enrollment Policy

Full-time enrollment will be given precedence over part-time enrollment. The YMCA of Reading & Berks County reserves the right to select families based on the best fit for available or limited space. By enrolling Y Child Care programs, you are agreeing to the terms in our early learning catalog and state regulations.

Enrollment is on a first come first served basis. Families will be placed on a waiting list if they desire to enroll into a filled classroom by doing the following (1) $75 nonrefundable registration fee per child per year (2) complete and submit enrollment forms to the center, and (3) inform the center director when the family wishes to enroll. When a spot becomes available, we will call each family on the wait list in order, giving the available space to the first family that agrees to pay the non-refundable tuition. Families will be given 24 hours to pay their tuition before offering the available space to someone else.

Infant Room Enrollment:

This classroom is based on a first come first served policy. Expectant parents who wish to enroll their child for a specific start date in the future have 2 options. (1) If space is available, they may begin to pay their weekly non-refundable tuition. These payments are not considered paying in advance or ahead. (2) If parents do not wish to pay the weekly tuition, they will be placed on a waitlist in order of the month you wish to enroll. Space will not be guaranteed. Families will be given 24 hours to pay their tuition before offering the availablespace to someone else.

Multiple Family Homes

The YMCA of Reading & Berks County recognizes that families come in all forms. It is not our responsibility to mediate between these separate environments. The YMCA is required by law to release to either parent unless a court order or PFA is in place. The YMCA will require proof of parenthood and identification if needed. If you have any questions concerning this, please speak to your Center Director immediately.

Any court order that impacts your child’s enrollment, i.e., a Protection from Abuse (PFA) for you or your child, a visitation agreement or custody agreement must be supplied at the time of enrollment or at the time the document is in effect.

Tuition Policy

At the time of enrollment, all families are required to complete an agreement with their respective childcare center that states their weekly contracted rates for participating in Y Child Care programs. Families are required to pay their weekly tuition the Friday prior to attending. Families are required to pay tuition every week regardless of any absence. This includes but is not limited to family vacations, illnesses, holidays, weather closing, scheduled center closings, tardiness, etc.

Parents do have the right to change their agreements at any point during their childcare service based on availability.The YMCA reserves the right to offer full-time enrollment precedence over part-time enrollment. In addition, we cannot guarantee future availability. This does include seasonal parents such as teachers. All tuition rates can be changed by the YMCA of Reading & Berks County at any time; however, families will be given prior notice. The YMCA is not responsible for any rate increases applied by CCIS funding. Parents must contact their respective case worker for questions regarding their weekly co-pays.

Withdraw Policy

We require two weeks’ written notice of withdrawal from our program. Fees are still due if you fail to give two weeks’ notice. All delinquent ELRC fees will be reported to the caseworkers with the possibility of lost funding until this has been settled with the YMCA. If a child is ultimately dismissed from the childcare program and the center refuses to hold care for the child for an additional 10 days, the YMCA will waive the required two-week payment.

Dismissal Policy

The YMCA may terminate care at any time without notice if you or your child violates any policy outlined in this catalog or violates Department of Human Service Regulations.

Core Payment System

Once you have filled out the enrollment packet and submitted to the Center Director, they will send a link for you to be able to create a login for Core.

  • Fees are due weekly prior to the week of care.
  • You have the option through CORE to set up automatic payments.
  • For returned checks a fee of $25 will be applied to your account.
  • Checks issued on a closed account will be prosecuted.
  • Year-end statements will be available by January 31 for tax purposes.
  • If your child will be absent from childcare in excess of five days, you must inform the Center Director. Children who are absent, without notice, 5 consecutive days will be dropped from the program.
  • Termination of services may occur for failure to pay, and a claim will be made with the District Court to collect any outstanding balance. You will be responsible for all collection and/ or attorney fees incurred during this process. All case workers, for clients who receive subsidy care, will be reported delinquent fees and possible loss of services and subsidy.
  • There is no sibling discount.
  • We accept all forms of subsidy; it is the parents’ responsibility to pay the subsidy co-pay and update subsidy information.

Child Subsidy & Program Scholarships

The YMCA is a participant in all childcare subsidy programs. Any family who qualifies for this assistance program (ELRC) will need to know who their caseworker is at the time of enrollment. Families who are absent for 10 or more consecutive days will be dropped from the program unless notification and consent has been given to the family’s ELRC Case Worker and the Center Director. Co-pays are required to be paid the Friday prior to attending.

The YMCA offers an Open-Doors Through Scholarship program to any family who is on the ELRC waiting list for services. If a family wishes to apply for this program, they will need to provide proof of income, and complete and submit scholarship forms on our website or to the center director. Rates will be based on a sliding scale based on each legal guardian’s income. The YMCA reserves the right to change a family’s scholarship rate at any time and deny scholarship rates based on program enrollment.

Open Doors Through Scholarships Childcare Scale: Gross Income 
Gross Income               1 Dependent    2 Dependents    3 Dependents    4 Dependents    5 Dependents    6 Dependents    7+ Dependents
$39,440–$49,7190%20%30%40%50%60%70%
$49,720–$59,9990%0%20%30%40%50%60%
$60,000–$70,2790%0%0%20%30%40%50%
$70,280–$80,5590%0%0%0%20%30%40%
$80,560–$90,8390%0%0%0%0%20%30%
$90,840–$101,1200%0%0%0%0%0%20%

Must show proof of ELRC application or denial.

Philosophy 

Children learn through play, play with purpose. Play is a child’s work. Using daily routines, activity centers, literacy activities, and self-exploration children learn important values, reach developmental milestones appropriate for their age, and develop self-confidence. The teacher’s role is to guide children towards self-control to be able to draw their own conclusions and to enrich the learning experience. Children must be able to thrive in a group setting. We do not provide one-on-one care.

Curriculum and Learning Philosophy

The YMCA Early Learning Centers follow the philosophy and standards of The Creative Curriculum and the Pennsylvania Early Learning Standards, in alignment with Keystone STARS quality initiatives.

Our programs are designed to support the social, emotional, physical, and intellectual development of each child. Developmental records are maintained for every child, and activities are thoughtfully planned to extend learning and support growth in all developmental domains.

Children learn through hands-on experiences in interest-based learning centers, which may include:

  • Science and Discovery
  • Math and Problem Solving
  • Literacy and Language
  • Manipulatives and Fine Motor Activities
  • Dramatic and Creative Play

Learning centers are adapted based on children’s interests and developmental levels to ensure an engaging and age-appropriate learning environment.

To support assessment and individualized planning, we utilize:

  • Creative Curriculum
  • Teaching Strategies GOLD for ongoing child assessment
  • Ounce Scale (for infants and toddlers)
  • Work Sampling System (for preschool and Pre-K)

The results of child screenings and assessments are used to inform lesson planning, identify individual needs, and provide appropriate supports to ensure every child’s success.

Licensing

YMCA Child Care centers are regulated by the Department of Human Services and participate in Pennsylvania’s Keystone STARS Quality Rating System. Due to guidelines put in place by the Department of Human Services, the center will follow strict ratio guidelines to ensure the health and safety of all children.

Classroom Ratio

  • Infant- 1:4 adult to child
  • Young Toddler- 1:5 adult to child
  • Older Toddler- 1:6 adult to child
  • Preschool- 1:10 adult to child

Keystone Stars

The YMCA of Reading & Berks County is a participant of the government rating and funding program Keystone Stars. Through Keystone Stars we are committed to increasing our standard of care and promoting quality childcare environments that contribute to increased social and emotional development, learning skills, and school readiness. Keystone Stars measures our center in the staff employed, the everyday environment your child is in, and the way a facility runs its business. Currently, all full day centers participate in Keystone STARS and have achieved a Star 4 quality rating.
 

Child Care Calendar

The Child Care Centers will not be open on New Year’s Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, the day after Thanksgiving (Black Friday) and Christmas Day. If a holiday falls on Saturday, the center will be closed the Friday before the holiday. If a holiday falls on Sunday, the center will be closed the Monday after the holiday. The center will be closed for in-service staff training on Columbus Day and Presidents Day.

Other possible closing or early closing are the day after Thanksgiving, Christmas Eve, the day after Christmas, New Year’s Eve, and the day after New Year’s Day. Closure due to inclement weather or other emergencies will be announced through Tadpoles (Richmond) or ClassDojo (Reading) and on local radio stations. Listen for the specific name of your center. When“YMCA of Reading & Berks County” is announced this indicates all centers will be closed.

Everything you need to know about how we operate, from daily routines to payments. To keep your child safe and ensure smooth transitions, here’s everything you need to know about daily arrival and dismissal.

Sign-In & Sign-Out:

Children must be escorted all the way into the program area or classroom and signed in. All personal items must be taken to a child’s classroom and placed inside their respective cubby. All items should be labeled to avoid confusion. When picking up a child, parents must enter the classroom to receive any paperwork and collect their child’s belongings. The YMCA is not responsible for any loss, stolen, or damaged items. Families are also required to wash each child’s hands before entering the classroom to prevent the spread of germs.

Parents are required to sign their children out of the center at the time of pick up and take home the necessary items.

Late Pick Up Policy

All children must be picked up by the time that you agreed to on your agreement form. When a pickup occurs past the agreed upon time it is considered a late pick up. This is true even if the child was in care for less than 10 hours. We ask that if you are going to be late to please give the center a courtesy call. If your child is to be picked up by another person not on the emergency contact list, advance notice must be given to the Center Director. For safety purposes, children will NOT be released to anyone except their designated persons unless prior written notification is given. Children will not be released to persons under the age of 16. State-issued identification will be required.

We will not release children to an individual who appears to be mentally impaired, whether drugs, alcohol, or other influence. Police will be contacted.

The YMCA understands that lateness is sometimes unavoidable, so a three-reminder policy is in place. Lateness is considered five minutes or more past program hours based on the Center clock or over 10 hours of care. The YMCA REQUIRES PARENTS TO CALL AND COMMUNICATE ANY LATE PICK-UPS. If a

parent does not call; no verbal warnings will be given, and automatic late charge will be implemented.

The YMCA’s late pick-up policy is as follows for parents who do call;

  • First time- verbal warning and reminder of the pick-up time
  • Second time- written warning
  • Third and final time – $1 per minute for every minute of lateness. Each following episode of lateness will incur a late fee.

Parents must inform YMCA staff of what time they believe they will be at the facility. Late pick up should be longer than one hour. Any late pick-up later than an hour will result in an automatic charge. Charges must be paid BEFORE child/ children returns to the center again or a payment arrangement must be established with the childcare director. Excessive lateness, more than five per school year, may result in dis-enrollment.

Parent Communication Policy

Open and consistent communication between families and YMCA staff is essential to providing high-quality care and early learning experiences. We believe in fostering strong partnerships with parents and guardians through a variety of communication methods to keep families informed and engaged in their child’s development.

The YMCA of Reading and Berks County utilizes the following methods to communicate with families:

  • Face-to-Face Communication: Daily conversations at drop-off and pick-up are encouraged to share important updates and feedback.
  • Telephone and Email: Families may contact their child’s teacher or center director during business hours for questions, concerns, or to share information.
  • Classroom and Center Bulletin Boards: Posted information may include weekly lesson plans, classroom updates, reminders, event notices, and health or safety alerts.
  • YMCA of Reading and Berks County Facebook Page: Used to share center-wide updates, community events, closures, and program highlights.
  • Daily Reports: Provided by teaching staff to communicate meals, naps, toileting, and activities for infants and toddlers.
  • ClassDojo (Reading YMCA): Used to share photos, announcements, and messages directly with families of enrolled children at the Reading YMCA Early Learning Center.
  • Tadpoles (Richmond ELC): Digital reports, photos, and updates are sent through the Tadpoles app to parents at the Richmond Early Learning Center.

We value your partnership and encourage ongoing communication to ensure your child’s success and well-being in our program.

Recreational Policy

The YMCA is required to take all children outdoors at least once a day on weather-permitting days. Children are expected to go outside when the forecast temperature/ wind chill are above 25 degrees, the forecast temperature/ heat index is less than 90 degrees, there is no precipitation falling, and there is no current air quality alert. It is understood that given these parameters there may be portions of some days that do not meet the conditions of weather permitting since forecasts are generally targeted to a point in time in the day.

Working Phone Numbers

Safety is the YMCA of Reading & Berks County number one concern. The YMCA requires all families to have at least one phone number for all listed parents and at least one emergency contact. All numbers must be working. If the YMCA discovers a family with non-working numbers, care will be suspended with the possibility of Child & Youth Services contacted. It is the responsibility of the legal guardians to make sure all contact information is up to date regardless if it is before or after six-month file checks.

Infant Room Procedure

“Since little hands touch our floors, please remove your shoes at the door.” To keep our infant room free of dirt and germs we ask that all parents/guardians entering the infant room to pick up a child please remove their shoes. Parents must enter the room and collect all items and check their respective cubbies.

Diapering & Toilet Training Policy (Infants & Toddlers)

Parent’s are to provide five diapers, wipes, and two changes of clothing each day. Label these items with your child’s name and place them in their bin with an outline of instructions for use. Diapers will not be stored in large quantities for any child.

If a child is missing diapers, the parent will receive a phone call. It is then the parent’s responsibility to get diapers to the childcare facility. Extra diapers will be used to diaper your child. These extra diapers must be replaced the next day your child attends. The YMCA childcare reserves the right to not accept your child if the parent fails to bring in the required five diapers and the replacements. If this continues to happen, there is a possibility of Children and Youth Services being called.

The YMCA is required by DHS to check and/or change diapers every two hours unless a child has a bowel movement in between. Staff is unable to accommodate requests to “freshen up” a diaper or change into a specific outfit at pickup if the diaper has been checked or changed in the previous two hours.

Parents are more than welcome to utilize the diaper changing stations if they feel it is necessary for their child at the time of pick up.

Active potty training begins in the Older Toddlers classroom (24-36 months). Children will be encouraged to sit on the toilet and try to use the restroom and positive reinforcement is used just for trying. As physical maturity develops, parents are encouraged to eliminate diapers and transition children in to training pants, Pull-Ups, and/or underwear. The YMCA recognizes that all children do not develop and potty train at the same time. However, at the age of three, all children must be in a training pants, Pull Ups, and/or underwear while in their respective childcare center. Children may also bring training pants and/or Pull Up if he or she struggles to wake themselves during nap time.

For Children Under the Age of 6

You are to provide bedding that is taken home every Friday to be washed. Bedding should be able to fit into your child’s cubby easily. Two (2) complete changes of clothing (including socks) should be provided to ensure your child’s comfort throughout the day. These changes of clothing should be seasonally appropriate. Do not forget about socks and underwear.

Meals Provided

We participate in the Child Adult Care Food Program. Nutritious meals: Breakfast, Lunch, Afternoon Snack, are provided, free of charge, to every child present in our care at scheduled meal or snack times without regard to race, color, national origin, sex, religion, ability/disability, or age. Parents may not pack their child’s meals unless the child is under a doctor’s dietary restriction. Parents must provide a doctor’s note and menu plan to the center before they will be allowed to provide meals from home stating a medical reason for the supplemental food.

All meals served to children under the Child and Adult Care Food Program are served at no additional charge regardless of race, color, national origin, sex, age, or disability. There is no discrimination in admission policy, meal service, or the use of facilities. The complaint procedures: Any complaints of discrimination should be submitted in writing within 180 days of incident to the USDA Director, Office of Civil Rights, Washington D.C. 20250.

Infant Meals

The YMCA offers Similac 360 total care and Similac 360 total care sensitive as their formula of choice. Parents who wish to use other types of formula must provide the center with the appropriate kind or get a doctor’s note that states the medical reason for the need of a supplemental formula. If the medical note complies with CACFP regulations, then the YMCA will supply the required formula. The YMCA cannot just accept a note stating that a child needs a formula because it is their formula of choice.

Children must be immunized to participate in the YMCA’s childcare program. Children enrolled in YMCA Childcare Programs are required to have a physical examination by a doctor of the parents choosing within one (1) month of enrolling. A new examination will be required annually for children ages two years and below school age. Children ages six weeks to two years are required to submit a child health report bi-annually (every six months)

Once a child is enrolled into kindergarten in a public-school setting, a new physical will be required every two years. The parent shall cover all costs related to the medical care of the child. Each child shall be observed for signs of illness within the first few minutes of drop off. As a parent, you should discuss any information regarding your child’s health with the classroom teacher. The YMCA takes measures to prevent illness; however, it can be a problem anywhere two (2) or more people gather. Child Care Centers and Schools where children play closely are especially vulnerable. A child exhibiting signs of illness will not be admitted to the center. This is at the discretion of the Center Director or designee.

In the event that your child becomes sick at the Center, you will be notified, and your child will need to be picked up from the center immediately. It is extremely important that you have a responsible emergency contact person. An ill child shall be kept at home for twenty-four (24) hours or until recuperated (whichever is longer) before returning to childcare. A child must be fever-free without fever-reducing medication for 24 hours prior to returning. A doctor’s note will not be accepted until the twenty-four (24) hour policy is satisfied.

Medication Policy

Medication will not be administered at the childcare center. Please arrange to administer your child’s medication at home or school. The only medications that will be administered are those that are considered life-sustaining, such as an Asthma inhaler. All medications should be in their original container with a prescription that includes your child’s name. Parents are also required to complete a medication log at their respective YMCA along with a special care plan that is completed by their child’s physician. The YMCA cannot administer expired medication.

Diaper Ointment and sunscreen is still considered a medication by the Department of Human Services Standards. If guardians wish for the center staff to directly apply this medication directly to their child, they must get a doctor’s note first. Parents would then need to complete a medication log, submit the diaper cream (in the original container), and doctor’s note to the center staff.

In case of serious illness or injury, paramedics will be called, and your child will be taken to the nearest medical facility. You will be called immediately. A childcare staff will accompany your child to the hospital and will remain with your child until you or an emergency contact person arrives.

In the case of minor injury, staff certified in first aid procedures will administer first aid. A courtesy call may be made to the parent. An injury report will be completed and given to the parent at the time of pickup.

Equal Opportunity

The YMCA of Reading & Berks County is an equal opportunity provider. Applications for enrollment are accepted without regard to race, religion, sex, disability, sexual orientation, political beliefs, family status, or national origin. We celebrate diversity and know that our children benefit through an enriched learning environment.

Special Care Plans

An individual care plan is requested for any child who has medical needs requiring extra care. In cases where a child has a severs allergy or would need life sustaining medication, an individual health care plan would be completed by your child’s health care provider with your input and implemented by caregivers. The purpose of the plan is to provide our staff with specific medical information; medications and treatments required routinely, any modifications needed for daily activities and would also list emergency care routines.

Individual Education Plan (IEP) Meetings and Attendance of Staff

The YMCA of Reading & Berks County is committed to supporting the diverse needs of all children in our care. We recognize the importance of collaboration with families and external professionals to best support children with identified developmental or educational needs.

IEP Meeting Participation

YMCA staff will make every reasonable effort to attend IEP (Individualized Education Plan) meetings when invited by a support agency. Staff participation helps ensure consistency between school and childcare environments and allows our team to better support the child’s learning and developmental goals.

To facilitate this:

  • Parents/guardians should provide a copy of the IEP (at the time of enrollment and when updates are made) and meeting invitation with adequate notice.
  • A program administrator or designee familiar with the child will attend the meeting, depending on scheduling availability.
  • YMCA staff may also provide written input when in-person attendance is not feasible.

Confidentiality and Documentation

All IEPs and related documents are treated as confidential and are stored in compliance with privacy regulations. Staff review these plans to implement recommended accommodations or strategies within the scope of our program.

Please note that while we strive to support each child’s needs, the YMCA is a group care setting and is not equipped to provide one-on-one aides or therapeutic services unless arranged by the family through a third-party provider.

Visitor’s Policy

At Y Childcare we have an open-door policy for parents of currently enrolled children and for representatives of the state and law enforcement. All visitors must sign in with the Director and wear proper identification as provided by the center.

Home Language

At any given time, visitors to the center may hear a variety of languages spoken, particularly when families are dropping off or picking up their children. The center embraces family’s home languages and we desire to incorporate home languages in the program. Opportunities for sharing languages include but are not limited to songs/music, books, or items from home countries, utilization of everyday words in the different languages represented in the program and sharing these opportunities with everyone. Additionally, we shall make every effort to communicate effectively with all families in a language that they understand. We shall use community resources for translation and interpretation when we do not have sufficient resources. As the YMCA of Reading & Berks County community is diverse, the teachers and staff of the YMCA have much experience supporting English language learners and their families.

Inclusion and Expulsion

The YMCA of Reading and Berks County strives to offer quality developmentally appropriate educational programs to children. One of the main components to success is our partnering with parents to help their child grow within our center and at home. We also recognize the “one size does not fit all”, meaning our childcare environment

although inclusive (within the scope of our personnel’s expertise/education under DHS staff requirement for Childcare Centers and DHS staff educational training requirements

“Commonwealth of Pennsylvania Code Chapter 3270 Child Day Care Centers”

3270.31-3270.31a-3270.34- 37 and within the extent of the law) may not meet the expectations you envision for your child’s program. Therefore, in an effort to clarify our program capabilities, facilitate your child’s success, allow the YMCA of Reading and Berks County to do an effective job collectively meeting the health and safety of all persons in our program, and OCDEL Announcement # 17, we have established the following policies.

In an effort to eliminate and reduce child suspension and or expulsion following behavior management policies.

Based on the Golden Rule “Treat others as you would want them to treat you” children will respect the rights and feelings of others and will avoid disruptive behavior that would interfere with program activities. Aggressive behaviors and unsafe behaviors will not be tolerated and will result in dis-enrollment. Children shall demonstrate self-control and shall follow all directions given by the teachers regarding safety procedures and shall stay with the group for all scheduled activities.

The YMCA wants every child to succeed, and our staff tries their hardest to make sure that every child is enjoying themselves. Unfortunately, there are times that this limit is tested, and certain behaviors make it necessary for disciplinary actions to be taken. For each instance there are consequences. Most behavior will not be severe and will follow the steps listed below. At times, severe behavior such as physical aggression and eloping, etc. may cause staff to determine that a higher consequence level is warranted at the onset.

The YMCA follows the following consequences for children’s behavior; however, the YMCA reserves the right to skip any and all of these steps as they see necessary:

  • Consequence #1: Warning
  • Consequence #2: Write Up
  • Consequence #3: After three write ups, child will be suspended for three days
  • Consequence #4: Once child returns to center, after first suspension, if another write up occurs, child will be suspended for one week.
  • Consequence #5: Once child returns to center, after second suspension, if another write up occurs, child will be suspended for the rest of the program.

Please understand that suspension and termination are steps we hope to not have to take, however the safety of all the children and staff is our priority. All disciplinary issues are at the discretion of the Branch Executive, Program Director, and childcare staff.

Parents will be notified of inappropriate behaviors.

Bullying Policy

At the YMCA, bullying is inexcusable, and we have a firm policy against all types of bullying. Our program philosophy is based on our mission statement which ensures that every program participant is accepted. We are open to all to develop the spirit, mind, and body. We work together as a team to ensure that children gain self-confidence, make new friend, and go home with great memories.Unfortunately, persons who are bullied may not have the same potential to get the most out of their early learning experience. Our staff leadership addresses all incidents of bullying seriously and trains staff to promote communication with other staff members and their YMCA participants so both staff and children will be comfortable alerting us to any problems during their early learning experience. Every person has the right to have the best possible experience at the YMCA, and by working together as a team to identify and manage bullying, we can help to ensure that all program participants and staff have a great early learning experience.

Parent Code of Conduct

As a parent, please conduct yourself in a manner that is consistent with YMCA policies while you are on YMCA property. Please refrain from inappropriate conduct; using harsh, demeaning, threatening or abusive language; speaking in a level that is not appropriate; physical violence towards staff, a child (your own or another), another parent, member or volunteer, materials, or property. The YMCA does NOT allow parents or other adults to confront other children regarding issues within the childcare center. If a parent has a question, comment, or concern, he or she needs to go to the center staff or center director. YMCA staff will also not discuss nor release any confidential information pertaining to a child or staff member to any adult other than a child’s immediate guardian/s. If inappropriate behavior is displayed on YMCA premises your childcare service may be terminated. We also require that you come to the center dressed appropriately and fully covered.

Prevention of Child Abuse

Child Abuse is a serious concern for the YMCA and will not be tolerated in any form by staff, parents, guardians, family, friends, or other children. Allegations will be taken seriously and will be reported to the proper authorities. Reports of suspected abuse are confidential, and the YMCA will not confirm nor deny that a report was made. YMCA and childcare staff are mandated child abuse/ neglect reporters as required by Federal and State laws governing the YMCA Child Care Programs. Please be aware that theYMCA, its staff, members, and volunteers have the best interest of the child at heart.

All YMCA staff is expected to read, sign, and follow a staff code of conduct. Staff is not permitted to visit a child outside of the YMCA, take their photograph without your written consent, make contact with children via the internet, or transport children in personal vehicles. Staff may not babysit YMCA children. You may request a copy of the staff code of conduct for your reference. Video cell phones are prohibited in YMCA facilities. Video cell phones will be secured by YMCA staff until the individual is leaving the building.

Parent Participation

Parents play a vital role in young children’s learning. YMCA Child Care invites and encourages parents to participate in the program in whatever way possible. We have at least two parent conferences per year to keep you informed of your child’s progress.

Family Group

Parents are invited and encouraged to ask about participating in center family groups and are always welcome to attend meetings. The purpose of childcare center family groups are to make sure long and short term goals and decisions are made in accordance with the YMCA’s philosophy and mission. See center director for additional information.

Transitions

There are several transitions that children will encounter within their early years. Change and transitions can be unsettling and upsetting to children when in unfamiliar surroundings, introduced to new caregivers or routines. As children develop from birth throughout childhood they move, or transition, from one learning environment or setting to another.

We feel transitioning takes time, preparation, planning, and patience. Adults can help a child by supporting them before, during, and after transitions occur. These transitions occur when starting at a new environment, everyday transitions from home to the daycare setting, transitioning into a new age group and classroom, with a new provider, and transitioning to school. We are committed to assisting our families and children in making these transitions as seamless and comfortable as possible.

The same practice, planning and care needs to be implemented for transitioning children into new classrooms. When a teacher is preparing for transitioning a child, they will first discuss this with the parents. Children are transitioned into new classrooms according to space availability, age, as well as physical, social, and emotional development. At the time of transition, families will receive a transition letter regarding your child’s new classroom, the new classroom teacher’s name and weekly tuition rate.

Media Policy

There will be times when we photograph and or video the childcare center and children in the center. The YMCA reserves the right to use this media for marketing purposes.There will be no form of compensation made to a family for the use of a photograph or video clip of their child.

Clothing and Footwear

The YMCA will not be held responsible for any lost, stolen, or damaged clothing, jewelry, or other personal items. Items will not be replaced; there will be no reduction in fee or other form of compensation.

It is strongly recommended that children be dressed in washable, inexpensive, comfortable play clothing and footwear.We believe that sneakers or other closed shoes are the safest and most practical. Because there are so many children involved in this program it is very important that all clothing, jackets, backpacks, etc. be clearly labeled with your child’s name.

Outside Food, Candy, Gum, Toys

Other than special activities planned by the Teacher (i.e., Show and Tell) children are not to bring items from home due to possible damage, loss or theft, or food allergies. This does include any meals and/ or food items that children may have missed at home.

Child Records

All our centers are licensed by the Department of Human Services (DHS) are currently Keystone Stars rated. We are required to keep confidential files on your child. This includes the paperwork you complete during registration and may include developmental assessments and observational notes.

As a participant in Keystone Stars and a licensed childcare center, we are required to do various observations and assessments on your child. These include, but are not limited to, 45-Day Observations, Six-Month Observations, Ages & Stages, Work Sampling & Ounces, and monthly observations.

Information will be shared with parents when required and is available for your review at any time. To continuously improve the quality of our programs and best serve you and your child, we may ask you to provide a current copy of an Individualized Education Program (IEP) or Individual Family Service Plan (IFSP) for your child’s file.

In addition, copies of relevant information will be transferred or shared upon your written request completing an Authority to Transfer Education/Childcare Records form. Please ask a YMCA administrator for more information.

Release of Records & Confidentiality

Your child’s privacy is important to us. Any request to release records (like developmental assessments or intake forms) must be made in writing, no verbal or faxed requests can be accepted. Records can only be shared with the parent or legal guardian who registered the child, unless we receive written permission otherwise. All releases are handled securely and in line with YMCA policy and applicable privacy laws.

Parent Education

We understand that parenting is the toughest job any one can do, but we also know that it can be the most rewarding.

Parenting Pathways is offered five times per year and is a six-week workshop that support parents, offering them education on their child’s early development and helping strengthen their current skills to address any concerns or issues that may arise during the early but crucial years.

The philosophy is to create a learning environment that is fun, interactive, and where participants can share experiences, learn from each other, have open discussion with our educators, and do hands on activities that help parent learn about themselves and their child.

PLUS the Parenting Pathways Home Visitors will meet with each family at their home once a week to give one on one instruction and encouragement in addition to reinforcing the information parents learn in the classroom.

Referrals

Resource and referral services are a “front door” to all childcare, early learning programs and community resources available to families that participate in the YMCA of Reading & Berks County Programs. The YMCA Directors and Staff have additional referrals to connect them with our community resources such as food, medical care, workforce support, housing assistance, financial assistance options, and more.

Nondiscrimination in Services

Admissions, the provisions of services, and referrals of clients shall be made without regard to race, color, religious creed, disability, ancestry, national origin, age, or gender.

Program services shall be made eligible to persons with disabilities through the most practical and economically feasible methods available. These methods include, but are not limited to, equipment redesign, the provision of aides, and the use of alternative service delivery locations. Structural modifications shall be considered only as a last resort among available methods.

Any client who believes they have been discriminated against may file a complaint of discrimination with the following:

  • YMCA of Reading & Berks County | 631 Washington Street, Reading, PA 19603 | 610-378-4736

  • Department of Human Services, Bureau of Equal Opportunity | NE RO 331 Scranton State Office Building | 100 Lackawanna Ave, Scranton, PA 18503-1923

  • Office for Civil Rights, U.S. Dept. of Health and Human Services | Suite 372, Public Ledger Building 150 S. Independence Mall, West Philadelphia, PA 19106-9111

  • PA Human Relations Commission Harrisburg Regional Office | Fifth Floor Riverfront Office Complex 1101-125 S. Front Street, Harrisburg, PA 17104

After registering, families must complete and submit required forms before their child can attend the program. These forms help ensure the safety, health, and proper care of every child.

  • Completed Emergency Contact Form- Must be updated every six months
  • Completed Agreement. Must be updated every six months
  • Child Health Assessment (to be completed signed by your doctor). Must be updated every six months for children 24 months and younger, annually for 25 months and up
  • Proof of Immunizations
  • Allergy sign off for parents
  • Medication Release Form- Required for your child if they require life sustaining medication
  • Medication Log- Required for your child if they require life sustaining medication
  • Special Care plan- Required for your child if they require life sustaining medication
  • Special Care Plan for Child with Behavioral Problems
  • Parent Statement of Understanding
  • Photo and video/ Audio Recording Release
  • ID Acceptance Form (For Richmond ELC only)
  • Getting to know you- Infant or Toddler-Preschool
  • CACFP Meal Benefit Income Eligibility Form Instructions
  • CACFP Child Enrollment Form
  • CACFP Meal Benefit Income Eligibly
  • CACFP Infant Enrollment (If applies)

Required Forms for School Age Programs

2026 Program Forms Packet

To help us provide the best possible care for your child, the following forms must be completed and returned before your child’s first day in the program.

What to do:
• Review each form in this packet
• Complete all required sections
• Return forms to your YMCA location or bring them on your child’s first day

Some forms may require updates throughout the year to keep your child’s information current.

If you have any questions or need assistance, our team is here to help.

Thank you for helping us create a safe, supportive, and organized experience for every child.