Parent and Caregiver Handbook
Including the Parent and Caregiver Code of Conduct

This handbook describes how our afterschool community works, what families can expect from  us, and how we work together to support children with safety, belonging, responsibility,  inclusion, and growth at the center. 

Welcome to Imogen Foundation Afterschool. 

Imogen Foundation creates learning environments where people feel heard. In afterschool, that  means creating spaces where children feel safe, included, and able to participate fully. Through  project-based learning, social engagement, youth leadership, literacy, and high-quality enrichment,  students practice listening, self-expression, collaboration, and emotional resilience every day. Our  work is grounded in the values of Imagination, Mentoring, Opportunity, Growth, Empathy, and  Nurturing, and in our commitment to be Accessible, Inclusive, and Responsive. 

This handbook explains how our program works, what families can expect from us, what we ask of  families in return, and how we work together to support children in community.

Our Shared Foundation 

At Imogen Foundation, our shared expectations are organized around safety, belonging,  responsibility, inclusion, and growth. These commitments reflect the IMOGEN values and AIR pillars  and help children practice self-awareness, self-management, empathy, relationship skills, and  responsible decision-making in everyday program life. 

• safe 
• welcoming 
• inclusive 
• respectful 
• growth-centered 
• relationship-based 

We believe children do best when expectations are clear, adults are calm and consistent, and families and staff work together in partnership. 

About IF Afterschool 

IF Afterschool offers a coordinated, high-quality afterschool experience that combines childcare,  enrichment, supervision, and social-emotional learning. 

Depending on the site, activities may include sports, visual arts, performing arts, STEM, chess,  cooking, literacy, games, and other project-based experiences. Our approach is designed to support  the whole child. In every area of enrichment, students are practicing not only skills and content, but  also cooperation, communication, confidence, perseverance, and reflection. 

Each site is led by an IF Program Director who partners with school leadership, coordinates the daily  program, and serves as a main point of contact for families. 

A Typical Program Day

Part of the day	What families can expect
Arrival and snack	Students transition from the school day into  afterschool, check in with staff, and settle into the  program with snack and supervision.
Enrichment activities	Students participate in structured classes, clubs, or    activities selected during registration or assigned    according to site procedures.
Choice time or flexible block	Students are offered developmentally appropriate  choices that may include active play, games, art,  reading, building activities, homework support, or  quiet social time.
Dismissal	Students are released only according to approved  dismissal procedures.

Site-specific schedules, locations, and timing may be shared separately. 

Family Partnership 

Families are essential partners in student success. 

We know that families know their children best. We also know that children thrive when the adults  around them communicate clearly, act respectfully, and work together. Our goal is to build a  partnership with families that is honest, responsive, and centered on the child. 

Imogen Foundation staff communicate with families about significant concerns, invite family  perspective, and work collaboratively to identify supports that help each child succeed. When a child  needs more than day-to-day redirection, Imogen Foundation may convene a parent meeting, create a  support or re-entry plan, connect a family to school or community resources, or coordinate with host school staff as appropriate. Parents and caregivers are asked to help children understand program  expectations, to share information that may affect behavior or participation, and to work respectfully with staff on solutions. 

IF will strive to	Families are asked to
Communicate clearly and respectfully	Read and follow handbook and registration  materials
Share concerns in a timely way	Keep contact, health, and dismissal information  current
Protect student dignity	Respond promptly when staff reach out
Listen to family perspective	Communicate respectfully with staff and school  partners
Work toward solutions, not blame	Work with us in good faith to support their child

 

Accessibility, Inclusion, and Support 

Imogen Foundation aims to make its programs inclusive and accessible to all children enrolled at the  school site where the program operates. 

We work collaboratively with families and school partners to identify and address barriers to  participation, including reasonable accommodations related to a child’s disability, consistent with  applicable law and the safe operation of the program. We are committed to making children feel  welcomed, supported, and able to participate as fully as possible in program life.

Families are encouraged to share information that may help us support their child successfully,  including learning or communication needs, health conditions or allergies, mobility or sensory needs, social or behavioral supports, and strategies that help their child regulate, transition, or participate. 

Enrollment, Registration, and Financial Policies  

Annual Registration Fee

A non-refundable annual registration fee of $175 is charged once per family each program year.  Families for whom this fee creates a significant barrier may contact IF to discuss available support  options. 

Financial Assistance

Families seeking financial assistance must follow the published process and deadlines for the  applicable semester. IF offers need-based scholarship support as part of its commitment to access. 

Waitlists

Students on a waitlist are offered placement in the order in which registrations are received. If  demand is sufficient, IF may open additional sections at its discretion. 

Class Change Requests

Families may request a class change at no charge through October 1 for the Fall semester and  through March 1 for the Spring semester. After those dates, each approved class change will incur a  $50 transfer fee. 

Withdrawals, Cancellations, Refunds, and Family Credit

Families may withdraw from one or more registered classes without penalty through October 1 for  Fall and through March 1 for Spring. After those deadlines, a $50 cancellation fee applies to each  canceled class registration. The fee is waived if any remaining balance is issued as family credit  rather than refunded. Any unused tuition paid in advance will be refunded or credited, as applicable, less non-refundable fees and applicable cancellation fees. 

Delinquent Accounts

Families with a past-due balance may not enroll in a future semester until the balance has been paid  in full. 

Student Absences

Tuition is not prorated or refunded for student absences, including illness, travel, quarantine, or  other reasons. 

Attendance and Participation

Regular attendance helps children build routines, relationships, and confidence in the program. 

Families should notify the site when a child will be absent, leaving early, or following an approved  special plan. Students are expected to participate safely and respectfully in the program day. 

Participation may look different from child to child, but all students are expected to remain under  supervision, follow essential directions, and contribute to a safe group environment. 

Dismissal and Release 

Student safety at dismissal is extremely important. 

Children may be released only to a parent or caregiver, a person designated in writing by the parent  or caregiver, or another person authorized by law. 

Authorized pick-up adults may be asked to show identification. If authorization is unclear or staff are unable to verify a release safely, dismissal may be delayed until the situation is clarified. 

Early Pick-Up

Whenever possible, notice of early pick-up should be given in advance according to site procedures.  Unplanned early pick-up may result in a delay while staff safely retrieve a child from their activity. 

Self-Dismissal

Important  Self-dismissal requires separate approval and waiver from IF and must align with the expectations of  the host school. Permission for a student to self-dismiss does not authorize that student to pick up or  supervise a younger sibling.

 

Self-dismissal is not automatic. Approval is specific to the individual child and may take into account  age, maturity, route, timing, prior reliability, and other safety considerations. 

Late Pick-Up 

Children must be picked up promptly at the scheduled dismissal time. 

Because program operations take place in school buildings with fixed closing procedures, late pick-up creates safety and staffing concerns. After an initial warning, a late fee of $1 per minute will be  charged for each subsequent late pick-up. Repeated or serious late pick-up concerns may result in  suspension or removal from the program. 

If a child is not picked up and authorized contacts cannot be reached, IF will follow emergency late  pick-up procedures. 

Health, Wellness, and Allergies 

Families must keep the program informed of all relevant health information, including allergies,  chronic conditions, emergency medications, activity restrictions, and any health information needed  to support participation safely. 

If a child becomes ill or is injured during the program day, staff will supervise and support the child,  contact the family, and take appropriate next steps. If emergency care is needed, IF may call 911 or  seek urgent medical support.

Allergies are taken seriously. Families must disclose medically significant allergies and restrictions.  Students are expected to follow food-safety directions, and staff may restrict food sharing or other  practices when needed to protect health and safety. 

Pre-K Bathroom Policy 

IF staff do not provide potty training or routine toileting assistance in the Pre-K Afterschool program.  Children enrolled in Pre-K are expected to be independently toilet-trained, except where  accommodation is required by law. Staff may offer verbal guidance and support if a child is  distressed, but staff will not enter restroom stalls unless there is an emergency or an immediate  health or safety concern. 

Snack and Food Expectations 

Snack and water are part of the daily routine. Families should communicate dietary restrictions,  allergies, and medically necessary food information in writing. 

Children may be asked not to share food, depending on allergies, health needs, and site practice.  Students are expected to handle food respectfully and follow staff directions related to safe eating. 

Safety and Emergencies 

The safety of children and staff is a shared responsibility. 

When students are in afterschool, they are expected to follow adult directions during transitions,  drills, emergencies, and dismissal. When a program is operating in a school building, school safety  directions and emergency procedures remain in effect alongside IF procedures. This includes situations such as evacuation, lockdown, hold, shelter-in, reunification, or other emergency  responses. 

Field Trips, Off-Site Activities, and Transportation 

Some programs may include field trips, performances, sports events, or other off-site activities.  Families will receive advance notice and any required permission materials. 

Students are expected to follow the same shared expectations off-site that apply during the regular  program day: safety, belonging, responsibility, inclusion, and growth. Additional instructions may  apply for specific trips or transportation arrangements. 

Digital Conduct, Privacy, and Media 

This program handbook should be read alongside the student code. Digital tools should support  learning, expression, and connection — never bullying, threats, harassment, impersonation, or  embarrassment. Students must follow staff instructions for technology use, privacy, passwords, and 

appropriate content. Imogen Foundation teaches digital citizenship in age-appropriate ways and  maintains clear reporting pathways for incidents involving electronic communication. 

Photography, Recording, and Student Work 

Registration materials include consent language related to photography, videography, audio  recording, and the use of student work, unless otherwise limited by law or by a separate written  arrangement accepted by IF. 

That consent may include the use of a child’s image, likeness, voice, statements, and original work for educational, promotional, fundraising, archival, and related organizational purposes. 

Student Support and Community Expectations . 

At Imogen Foundation, we understand that behavior is communication. Adults respond in ways that  keep everyone safe, teach skills, and protect dignity. Our approach is preventive, restorative, age appropriate, and developmentally appropriate. Whenever possible, staff first help a student regulate,  understand what happened, and reconnect with the community. 

Students are supported through clear expectations, relationship-based guidance, opportunities to  repair harm, and collaboration with families when concerns arise. 

Our goal is always to help students stay connected, repair harm, and continue growing in community. 

Child Safety Concerns 

IF staff are mandated reporters and must act when they have reason to suspect abuse or  maltreatment. 

Families who have concerns about a child’s safety should speak with program leadership promptly. 

Unexpected Closures and Schedule Changes 

At times, schedules may change because of school decisions, weather, emergencies, policy changes, or other circumstances outside IF’s control. 

Tuition is based on a minimum of 15 scheduled sessions per class per semester. Refunds are not  issued for occasional canceled program days unless the total number of scheduled sessions for that  class falls below 15.

Families should understand that building access, school operations, and emergency conditions may  sometimes require schedule changes with limited notice. 

Questions, Concerns, and Escalation Path 

IF encourages families to raise concerns early and directly so they can be addressed constructively.

Step	Who to Contact
1	Program Director
2	Multi-Site Director
3	Senior Director

 

Purpose 

Children benefit most when the adults around them act with consistency, mutual respect, and  emotional steadiness. 

This Parent and Caregiver Code of Conduct sets expectations for how adults interact with IF staff,  students, school partners, and one another. It supports the same kind of afterschool community  named in the student code: safe, welcoming, inclusive, and growth-centered. 

What Families Can Expect from IF 

• a welcoming and inclusive environment 
• respectful communication 
• timely communication about significant concerns 
• child-centered and dignity-based support 
• clear safety and dismissal procedures 
• opportunities to ask questions and seek resolution through the established process 

Parent and Caregiver Responsibilities 

• provide complete and current registration, health, emergency, and dismissal information
•  read and follow program policies and procedures 
• pick children up on time or follow approved dismissal arrangements 
• communicate concerns respectfully and directly 
• respond promptly when contacted about health, safety, behavior, or dismissal 
• support staff in maintaining a safe, respectful, and orderly environment 
• model the same respect, accountability, and self-control we ask children to practice 

Expected Adult Conduct 

• speak respectfully with staff, children, families, and school personnel 
• follow building entry, visitor, and sign-out procedures 
• allow staff to complete safety procedures before challenging decisions in the moment 
• protect the dignity and privacy of all children 
• use meetings, calls, email, and messages in a constructive and civil way 
• bring concerns through the proper channels rather than escalating conflict in front of students 

Conduct That Is Not Acceptable 

• harassment, intimidation, discrimination, or threats 
• abusive, aggressive, or demeaning language toward staff, students, families, or school personnel 
• physical aggression or attempts to force access to supervised areas 
• refusal to follow dismissal, visitor, identification, or emergency procedures 
• public or online shaming of children, staff, or families 
• encouraging a child to ignore safety procedures, dismissal expectations, or staff directions 
• bringing prohibited or dangerous items into program space

 

Response to Adult Conduct Concerns 

IF will always try to preserve partnership where possible. At the same time, IF must protect children,  staff, and school partners. 

• end the interaction 
• require future communication through a designated administrator 
• limit meeting access or require leadership presence at meetings document the incident 
• notify school leadership 
• contact security or emergency responders when needed 
• review whether continued participation can be supported safely 

Digital Communication and Privacy 

Families are expected to use digital communication respectfully. 

Families should not post photos, videos, accusations, or identifying information about children, staff,  or other families in a way that violates privacy, escalates conflict, or targets individuals. Concerns  should be brought directly to IF through the established escalation path. 

Closing Commitment 

This handbook and code of conduct are meant to support a community in which children feel safe,  included, respected, and able to grow. 

Our goal is not perfection from children or adults. Our goal is partnership, accountability, and care.  When families and staff work together with clarity, respect, and a shared commitment to children,  we create the kind of learning environment Imogen Foundation was built to provide: one where  people feel heard.