Licensed Out-of-School Time Family Handbook Yuma Branch
Welcome Dear Parent/Legal Guardian, Welcome to Boys & Girls Clubs of the Valley! We are honored that you have chosen the Club to be part of your child’s out-of-school experience. We believe every young person deserves a safe place to learn, build friendships, discover new interests, and prepare for a successful future. Every day, our Clubs provide opportunities for children to explore academics, arts, technology, sports, leadership, healthy lifestyles, and so much more—all in a positive environment where they are encouraged to learn, grow, and have fun. At the Yuma Branch, we are proud to operate as a licensed out-of-school time (OST) program through the Arizona Department of Health Services (AZDHS). Licensing reflects our commitment to maintaining high standards for safety, supervision, health, and quality care while helping eligible families access affordable out-of-school time care. This handbook explains how we work together to provide the best possible experience for every member. Inside you’ll find important information about Club programs, health and safety practices, enrollment, attendance, payments, communication, and the shared responsibilities that help keep children safe. Our staff is committed to building strong relationships with families. We encourage open communication and welcome your questions, suggestions, and feedback throughout the year. Working together, we can create an environment where every young person feels safe, supported, and inspired to reach their full potential. Thank you for placing your trust in Boys & Girls Clubs of the Valley. We look forward to partnering with your family. Sincerely,
Marcia Mintz President & Chief Executive Officer
Table of Contents Club Expectations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Club Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Transportation & Field Trips. . . . . . . . . . . . . . . . . . . . . . . . . 8 Technology & Digital Safety . . . . . . . . . . . . . . . . . . . . . . . . . 9 Qualified & Trained Staff . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Supervision & Staff-To-Child Ratios. . . . . . . . . . . . . . . . . . . 11 Licensing, Accreditation & Program Oversight . . . . . . . . . . . 11 Keeping Clubs & Members Safe. . . . . . . . . . . . . . . . . . . . . 12 Parent Orientation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Club Membership & Enrollment . . . . . . . . . . . . . . . . . . . . . 14 Payments & Financial Assistance. . . . . . . . . . . . . . . . . . . . 16 Health & Wellness. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Grievance Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Volunteer Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Contact Us. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Boys & Girls Clubs of the Valley’s Mission To inspire and enable all young people, especially those who need us most, to reach their full potential as productive, caring, and responsible members of the community.
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Boys & Girls Clubs of the Valley
Club Expectations Our Commitment
Positive Behavior & Club Expectations
At Boys & Girls Clubs of the Valley, children’s safety always comes first.
Positive behavior is an important part of creating a safe environment where every child can learn, participate, and feel respected.
Our policies are designed to: Protect the health and safety of children Create a welcoming environment where every child feels respected and included Maintain clear expectations for families and staff Meet Arizona Department of Health Services Out-of-School Time licensing requirements Support positive youth development
Positive Discipline We use positive, trauma-informed practices to teach responsibility, self-control, problem-solving, and respect for others. Discipline is intended to teach appropriate behavior and help children build lifelong social and emotional skills. Our goal is to help youth develop the tools they need to handle conflict and make thoughtful decisions before problems escalate.
Our goal is not simply to supervise children—we strive to provide experiences that help young people build confidence, character, friendships, and skills for life.
Staff do not use physical punishment, humiliation, intimidation, threats, withholding food, withholding restroom access, or any other practice prohibited by AZ DHS.
BGCAZ Golden Rules Treat Others the Way You Wish to Be Treated. The Golden Rules are taught consistently throughout the Club and reinforced using positive behavior strategies. Every Club member is expected to help create a safe and respectful environment by following these expectations:
Positive Interventions May Include: Reviewing Club expectations Taking a break from activities Using calming tools or “calm-down kits” In-Club suspension using strategies such as Pax Amends Holding a Parent/Legal Guardian meeting Creating a Behavior Contract/Action Plan Connection with behavioral health services for additional support or resources
Members DO: Use kind and respectful words Keep hands, feet, and objects to themselves Take responsibility for personal belongings Store backpacks and personal items in designated areas Keep your personal toys and belongings at home Help keep the Club clean Enjoy food and drinks only in approved areas at designated times Ask questions when they are unsure of expectations Stay with their assigned group unless directed by staff Ask permission before leaving any activity area Have fun while showing respect for others
Licensed Out-of-School Time Program Family Handbook
Staff work closely with families to guide youth through behavioral challenges and support their growth. Parents/guardians will be informed of ongoing behavioral concerns, and a Behavior Contract/Action Plan will be established to identify expectations, supports, and strategies that can help the member be successful and avoid suspension or termination of membership. Suspension or termination will not occur without prior parent/ guardian communication and an established Behavior Contract/Action Plan, except in situations involving immediate or serious safety concern. 4
At BGCAZ, our goal is always to turn challenges into opportunities for growth through consistency, guidance, and care.
While we promote conflict resolution and selfregulation, BGCAZ does not tolerate behaviors that put others at risk, including: Bullying Fighting or physical aggression Verbal threats or intimidation Theft or vandalism Possession of weapons, drugs, or drug paraphernalia Any other unsafe or violent behavior
Positive Interactions With Adults BGCAZ is committed to providing safe and respectful environments for our members, families, volunteers, and staff. Staff support members through positive interactions such as verbal recognition, high-fives, and fist-bumps. To create appropriate boundaries staff and volunteers shall not have contact with a member outside of the Club or a Club sponsored event. This includes tutoring, babysitting, house sitting or any in-person meetings or virtual communications such as emailing, texting, video chat, and social media. One-on-one contact between members, volunteers, or staff is prohibited. BGCAZ employees and volunteers are not allowed to transport members in a personal vehicle.
Bullying is defined as intentional, unwanted, aggressive behavior that involves an observed or perceived imbalance of power and is repeated—or likely to be repeated—over time. In serious situations, staff may require a parent’s immediate response. Law enforcement will be contacted when necessary. Members may not attend the Club if they did not attend school that day for any reason, including truancy or school suspension.
Whole Child Approach BGCAZ is committed to becoming a trauma-informed organization. The Whole Child Approach (WCA) program provides members with activities supporting social and emotional development and mental health wellness. This free program is delivered in Clubs in partnership with Terros Health. Families can also get referrals and resources to other behavioral or mental health services through Terros Health.
If a Club staff determines that a child cannot benefit from BGCAZ after all strategies for positive behavior have been exhausted, or that the child presents a danger to others, parents will be required to withdraw their child from the program. Other severe or continuous behavior problems will be handled through one or several of the following steps: In-Club Suspension Immediate pick-up by parent Immediate suspension for 1-2 days Behavior Contract Immediate termination from BGCAZ
Learn more at www.bgcaz.org/behavioral-health
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Boys & Girls Clubs of the Valley
Club Programs Daily Routines
responsibility and create a sense of belonging. If a member loses or destroys their card, it is their responsibility to request a new card in a timely manner.
Children thrive when they know what to expect each day. Our daily schedule is designed to provide a balance of learning, physical activity, creativity, homework support, social interaction, and fun in a safe and structured environment. Club schedules may vary by location, season, and program. Staff will communicate significant schedule changes to families whenever possible. Parent Tip Children have smoother afternoons when they know their pick-up routine before arriving at the Club. A quick morning conversation about who is picking them up can help reduce anxiety later in the day.
Attendance Parents and legal guardians are responsible for notifying the Club whenever their child will be absent from a scheduled program. Regular attendance helps children build relationships, stay engaged in programs, and maintain consistent routines.
Personal Belongings
Repeated unexplained absences may result in follow-up from Club staff.
Children should leave valuable items at home whenever possible. BGCAZ is not responsible for lost, stolen, or damaged personal property.
Scanning in/out & membership cards
Personal belongings should be clearly labeled with the child’s name.
Upon becoming a Club member, each child will receive a membership card with an individual bar code. Members are responsible for their cards and are required to use them to scan in and out of the Club each day. Membership cards may also be required to check out/use equipment, games, computers, or attend field trips. Cards are used to teach Licensed Out-of-School Time Program Family Handbook
Backpacks and personal items should be stored in designated locations while participating in Club activities. Staff are not authorized to safeguard money or valuable items. 6
Parents and legal guardians should discuss any toileting needs or concerns with the Branch Director before attendance so staff can develop an appropriate support plan.
Parent Tip Labeling jackets, lunch bags, and water bottles is one of the easiest ways to make sure they find their way back home.
Tobacco & Vaping Products To keep our Clubs safe and healthy for all members, tobacco products, including vaping pens, smokeless tobacco, and related items, are not allowed on Club property or during Club activities.
Lost and Found Lost items are placed in the Club’s designated Lost and Found area. Families are encouraged to check Lost and Found regularly.
If a member brings or uses these products, it may lead to suspension or loss of Club privileges. We appreciate your support in helping youth make safe and healthy choices.
Unclaimed items will be donated periodically.
Dress Code Children should wear clothing that allows them to safely participate in indoor and outdoor activities.
Water & Hydration Children have access to drinking water throughout the day.
Closed-toe athletic shoes are strongly recommended for active play.
Staff encourage regular hydration, especially during warm weather and physical activities.
Clothing should comply with school dress code expectations and should not display language or images promoting violence, illegal substances, discrimination, or other inappropriate content.
Parents are encouraged to send a clearly labeled reusable water bottle each day.
Personal Toys
Meals & Nutrition
Personal toys, trading cards, gaming devices, and other valuables should remain at home unless specifically approved for a Club activity.
With the help of the USDA Child Nutrition Programs, a nutritious meal and snack are provided daily to participants for no additional fee. This institution is an equal opportunity provider.
BGCAZ cannot guarantee the security of personal items brought from home.
Outside food is permitted, if labeled with the member’s name. The Club does not have the capacity to refrigerate or heat food brought from home. Members may not order food or have food ordered on their behalf to be delivered to the Club. All food and drinks must be consumed in designated areas and at designated times.
Restroom Procedures BGCAZ adheres to a “one member in the bathroom at a time” policy. All members must request a pass to use the bathroom. If the bathroom is already occupied, the member will need to wait. Staff supervise restroom access while respecting each child’s privacy and dignity. Adults do not enter restrooms with children, except when assistance is necessary because of age, disability, or a medical need, or in an emergency.
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Boys & Girls Clubs of the Valley
Transportation & Field Trips Ensuring emergency contact information remains current Being available by phone during the trip Children are expected to follow Club expectations throughout the entire field trip. Attendance is monitored throughout every excursion. If emergency medical care becomes necessary during a field trip, BGCAZ will follow its Emergency Medical Procedures and contact the child’s Parent/Legal Guardian as soon as possible. BGCAZ occasionally transports children using Clubowned or approved contracted vehicles. Safety is our highest priority during transportation.
Members may not be released from an off-site activity, except during an emergency reunification or medical emergency. A parent, legal guardian, or other authorized adult must pick up the member. For field trips, parents/legal guardians must wait until the member has returned to the home Club before picking them up.
Children must: Follow staff instructions Remain seated Wear seat belts when available and required Use respectful language and behavior Keep aisles clear Wait for staff instructions before entering or exiting the vehicle
Parent Tip Talk with your child about field trip expectations before the trip. Knowing what to expect helps children feel more confident and enjoy the experience.
Failure to follow transportation expectations may result in suspension of transportation privileges. Attendance During Transportation Staff conduct attendance checks:
Walking Trips Some Clubs may participate in supervised walking trips to nearby parks, schools, or community facilities.
Before departure Upon arrival Before returning After returning to the Club
Parents will receive advance notification and provide written permission before children participate.
Attendance is verified throughout transportation and field trips to ensure every child is accounted for.
Staff-to-child ratios remain in effect during all walking trips. Water Activities The Yuma Branch does not operate swimming pools or routine water recreation.
Field Trips Field trips provide opportunities for children to explore new experiences while extending learning beyond the Club.
If a Club activity or field trip includes water-related activities, parents and legal guardians will receive advance notice and written permission will be required.
Participation is optional. Parents and legal guardians are responsible for:
Additional supervision and safety procedures will be followed during all approved water-related activities.
Completing permission forms Paying applicable fees by published deadlines Licensed Out-of-School Time Program Family Handbook
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Technology & Digital Safety Technology provides children with valuable opportunities to learn, create, communicate, and explore.
Photography is prohibited in restrooms and other private areas.
Digital Citizenship
Members are expected to use Club technology responsibly and respectfully.
Online behavior should reflect the same respect and responsibility expected inside the Club.
Acceptable Use
Cyberbullying, harassment, inappropriate language, unauthorized access, or misuse of technology may result in loss of technology privileges and additional disciplinary action.
Parents and legal guardians must review and sign the Technology Acceptable Use Agreement before a child may use Club technology or approved personal devices.
Monitoring
Club devices shall include any and all Clubowned existing and/or emerging technologies and devices that can take photographs, play and record audio or video, input text, upload and download content and/or media and transmit or receive messages or images. Personally owned devices shall include any and all member-owned existing and/or emerging technologies and devices that can take photographs, play and record audio or video, input text, upload and download content and/or media and transmit or receive messages or images. Only BGCAZ consoles may be used for gaming in the Clubs. All video games and e-sports activities will be age appropriate and must be rated E, E10+, or T (Teen). No games rated M (Mature) or AO (Adults Only) will be permitted.
BGCAZ reserves the right to monitor the use of Clubowned technology and networks to help ensure safety, security, and compliance with Club policies. When concerns arise involving personal devices, parents and legal guardians will be notified before staff inspect the device unless immediate action is necessary to protect the safety of children or staff. Why these matter Technology is an important learning tool, but children also need opportunities to build relationships, solve problems, and participate in activities away from a screen.
Members bear the burden of responsibility to inquire with staff when they are unsure of the permissibility of a particular use of technology prior to engaging in its use.
Photography & Recording To help protect the privacy of every child, members may not photograph, record video, or create audio recordings of other children, staff, volunteers, or Club activities without permission.
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Boys & Girls Clubs of the Valley
Qualified & Trained Staff Nothing is more important than the safety and wellbeing of the children in our care. Providing a safe environment begins with hiring qualified, caring professionals and supporting them with ongoing training and development.
Emergency preparedness and response Positive behavior guidance Child abuse prevention and mandatory reporting Trauma-informed care CPR and First Aid (as required for assigned positions) Licensing requirements and operational procedures Youth development best practices
Before working in the Club, BGCAZ Youth Development Professionals successfully complete required background screenings in accordance with federal, state, and organizational requirements. Staff members are also required to meet the qualifications established for their position and complete all required orientation and safety training before supervising children.
Our staff are supported by experienced leadership, established policies, and ongoing coaching to ensure they have the knowledge and resources needed to provide a safe, positive, and engaging experience for every child.
To help ensure children receive safe, high-quality care, BGCAZ staff participate in ongoing professional development throughout the year.
Parent Tip If you have questions about our staff training or safety procedures, please ask your Branch Director. We are proud of the qualifications and commitment of our team.
Training topics include, but are not limited to: Child supervision and active supervision techniques Health and safety practices Licensed Out-of-School Time Program Family Handbook
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Supervision & Staff-to-Child Ratios The safety of children depends on consistent supervision and appropriate staffing. Children are supervised at all times while participating in Club activities, including classrooms, outdoor activities, meals, transportation, field trips, and transitions between activities. BGCAZ maintains staff-to-child ratios that meet or exceed Arizona Department of Health Services’ out-of-school time program licensing requirements.
Licensing, Accreditation & Program Oversight
BGCAZ staffs programs at approximately one Youth Development Professional for every 20 children. Attendance is monitored throughout the day to ensure every child is accounted for and receives appropriate supervision. Children are expected to remain with their assigned group, unless directed otherwise by Club staff. Parents and legal guardians are responsible for ensuring children are properly signed in and signed out each day according to Club procedures.
Boys & Girls Clubs of the Valley - Yuma Branch is committed to providing high-quality, safe, and affordable out-of-school time programming.
Why this matters
This location is licensed as an out-of-school time program facility by the Arizona Department of Health Services (AZDHS).
Appropriate supervision and staffing ratios help prevent injuries, support positive behavior, and allow staff to respond quickly whenever a child needs assistance.
BGCAZ also maintains nationally recognized standards for youth development through its affiliation with Boys & Girls Clubs of America and is committed to continuous quality improvement through staff training, program evaluation, and operational excellence.
Insurance: BGCAZ meets current State standards for liability insurance. Documentation of the liability insurance coverage is available for review at the Branch. 11
Boys & Girls Clubs of the Valley
Licensing Inspections
or concerns arise. Most concerns can be resolved quickly through open communication.
Licensed out-of-school time facilities are inspected periodically to verify compliance with Arizona health and safety requirements.
If concerns regarding licensing compliance cannot be resolved at the Club level, parents and legal guardians may contact the Arizona Department of Health Services, Bureau of Child Care Licensing, for additional assistance.
Current Arizona Department of Health Services licensing inspection reports are available for parent review at the Club during normal business hours. Families may also obtain inspection information directly from the Arizona Department of Health Services.
Parent Tip We welcome your questions. If you are ever unsure why a policy exists, please ask. Many of our procedures are designed to meet federal, state and local health and safety requirements while creating the safest possible environment for children.
Questions or Concerns Parents and legal guardians are encouraged to speak with the Branch Director whenever questions
Keeping Clubs & Members Safe Important Information for Parents/Legal guardians
If an emergency or lockdown occurs, access to the building may be temporarily restricted until emergency personnel or Club leadership determine it is safe to resume normal operations. Parents and legal guardians will be notified as soon as practical through phone, text message, email, or other available communication methods.
The Yuma Branch operates a licensed out-ofschool time program for children ages 5–12 in accordance with Arizona Department of Health Services requirements. These requirements establish standards for supervision, staffing, health, safety, and program operations. Teens ages 13–18 continue to participate through Boys & Girls Clubs of the Valley youth development programs, but are not enrolled in the OST Licensed Program.
Our priority during any emergency is the safety and supervision of every child. Good to Know During an emergency, staff members are trained to focus first on children in our care. We appreciate your patience while we account for every child and communicate with families as quickly as possible.
Mandatory Reporting BGCAZ is a mandated reporting agency. Employees will report any suspicion of child abuse or neglect to the relevant authorities.
Emergency Drills
Emergency Response
To help children and staff prepare for emergencies, BGCAZ conducts regular emergency drills throughout the year, including fire and evacuation drills, shelterin-place procedures, and other emergency response exercises as required by licensing regulations.
Our Club maintains written emergency response plans for situations including fire, severe weather, utility outages, medical emergencies, lockdowns, evacuations, and other unexpected events.
Licensed Out-of-School Time Program Family Handbook
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Drills are conducted in a calm, age-appropriate manner designed to help children understand what to do while minimizing fear or anxiety.
parent, legal guardian, or another adult authorized by the Parent/Legal Guardian. Enrolled members will be released to the parent/legal guardian, or to individuals listed in the Emergency Information & Immunization Record (EIIR) who are 18 or older and have a government-issued photo ID. The Club may require identification before the release of the member.
Building access may be temporarily limited during drills until all children have safely completed the exercise. Parent Tip We are partners in your child’s safety. Please let us know immediately if your phone number, emergency contacts, authorized pick-up adults, medical information, or custody arrangements change during the school year. Having current information allows us to respond quickly when your child needs us.
Parents and legal guardians are responsible for keeping authorized pick-up information current in MyClubHub. If custody orders or other legal restrictions affect who may pick up a child, current court documentation must be provided to the Branch Director. For the safety of every child, staff cannot release a child based solely on a phone call or a child’s request.
Pesticides The Branch will provide a notice 48 hours before a pesticide application occurs at the site.
Parent Tip If someone different will be picking up your child, please notify the Club as early as possible. We’ll explain exactly what information is needed so pick-up goes smoothly.
Child Arrival and Release Because the Yuma Branch operates as a licensed out-of-school time program, every child must be signed in upon arrival and signed out each day by a 13
Boys & Girls Clubs of the Valley
Parent Orientation
Club Membership & Enrollment
Parent/Legal Guardian orientation is required before a child begins attending the licensed program.
Boys & Girls Clubs of the Valley welcomes school-age youth and teens who meet the age requirements for each program.
During orientation, families will review:
Children attending the After-School Program must be at least five (5) years old and enrolled in kindergarten.
Program expectations Health and safety procedures Emergency contacts Pick-up and release procedures Medication requirements Illness policies Payment options Parent communication Club expectations
Summer Program participants must be at least five (5) years old and have completed kindergarten. Proof of kindergarten enrollment or completion may be requested. Members may continue attending the Club through age 18, while enrolled in high school.
Parents and legal guardians are responsible for reviewing this handbook, completing all required enrollment forms, and providing accurate information before their child begins attending.
Annual memberships are valid from August 1 through July 31. An annual membership fee ($30) is required for all members. Enrollment is complete only after: All required enrollment forms have been completed Required health and emergency information has been provided Program fees or approved payment arrangements have been established Parent/Legal Guardian orientation has been completed All required acknowledgements have been signed
Parent Visits Parents and legal guardians are welcome to visit their child’s program area in the Club while their child is attending. To help maintain a safe environment for children, all visitors must check in at the front desk and follow Club visitor procedures which include signing in and presenting identification. Visitors may be asked to present identification and must be escorted by a BGCAZ staff member while in program areas, unless otherwise authorized.
Children may not attend until the enrollment process is complete. Parent Tip
Why this matters
Please take a few extra minutes to complete every section of your enrollment forms. Complete information allows Club staff to respond more quickly during emergencies and helps us provide the best care for your child.
Knowing who is in the building at all times helps us maintain a safe and secure environment for every child.
Licensed Out-of-School Time Program Family Handbook
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Child Records BGCAZ maintains enrollment records for every child to support health, safety, communication, and licensed out-of-school time program requirements. Parents and legal guardians are responsible for providing complete and accurate information and notifying the Club immediately whenever information changes. Records include: Parent and legal guardian Emergency contacts Authorized pick-up adults Medical conditions Allergies EIIR (Emergency Information & Immunization Record) – this document is a separate document from the Immunization record Immunization record. Records are generated by the Arizona Immunization Information System (ASIIS) Emergency medical information And more
person must be 18 years or older and must be on the EIIR.
Late Pick-Up Children must be picked up before the scheduled closing time.
All member records are maintained confidentially in accordance with applicable laws and BGCAZ policies.
Late pick-up fees help offset additional staffing costs incurred after program hours. A late fee of $10 per child, for every block of fifteen (15) minutes, will be charged for youth left after closing hours.
Why this matters Accurate records help staff respond quickly during emergencies and ensure children receive appropriate care.
Please notify the Club if you anticipate that you are going to be late. Late fees apply with or without notification from the Parent/Legal Guardian.
Hours of Operation
If a member is left for more than 30 minutes past closing, and Club personnel have exhausted all measures to locate the parent/legal guardian or emergency contacts, law enforcement or the Arizona Department of Child Safety will be contacted, as appropriate. If a child is picked up late more than 3 times within a 12-month period, program participation will be reviewed.
Club hours of operation vary and include schedule changes for holidays, staff training, and school early release/closure. It is the Parent/Legal Guardian’s responsibility to know the Club’s schedule and arrange transportation to and from the Club. Please read the late pick-up fee section for rates charged by BGCAZ for members left past closing.
It is important to keep the Club current with updated phone numbers and contact information in the EIIR. Staff members are NOT permitted to transport members home.
It is the responsibility of the Parent/Legal Guardian to advise the child whom they may leave with, if it is someone other than a Parent/Legal Guardian. If a Parent/Legal Guardian is sending someone other than themselves to pick up their child/children, the 15
Boys & Girls Clubs of the Valley
Payments & Financial Assistance Payments
DES Billing: BGCAZ is a contracted provider with the Arizona Department of Economic Security (DES). Assistance may be available through the AZ DES Child Care Division. For more information, call AZ DES at (602) 771-6425 or visit DES Child Care Assistance at des.az.gov. BGCAZ is not responsible for the approval and continuation of AZ DES benefits. The parent/ legal guardian will be responsible for any payment not covered by AZ DES, which includes any additional fees. BGCAZ also provides non-DES financial assistance. The financial assistance application is in the member application.
All fees and payments are due at the time of enrollment and must be paid prior to a child’s attendance at the Club. Payments can be made via credit or debit card, cash or check. Payments by cash or check can be made at your Club office. Credit and debit card payments must be made through MyClubHub, our online portal for families to manage Club registrations. All automatic payments will be deducted on the first business day of the month. Summer Program fees are due weekly. Payments for Summer programming are due the Friday before the week they are attending.
Our goal is to work with families whenever possible.
MyClubHub details and access can be found at bgcaz.org/myclubhub/
Scholarships & Financial Assistance
Important:
BGCAZ believes every child deserves access to quality youth development programs.
In the event a check is returned as unpaid by your financial institution, the full amount of the returned check plus a $25 fee must be paid. Furthermore, the Club reserves the right to require future payments be made with cash, card or money order, if personal checks are returned for insufficient funds.
Families may be eligible for BGCAZ scholarship assistance based on financial need and available funding. Scholarship availability varies throughout the year. Please speak with your Branch Director if your family needs financial assistance.
Club member payments must be current before your child can attend the program. All payments are final. Program fees are non-refundable unless otherwise required by law.
Parent Tip Please don’t wait until your account is past due. If your family’s circumstances change, contact us early so we can discuss available options.
Parents experiencing financial hardship are encouraged to contact the Branch before payments become overdue.
Licensed Out-of-School Time Program Family Handbook
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Health & Wellness Children learn best when they are healthy.
Immunization Information System (ASIIS) or issued by the child’s primary care physician) or exemption documentation recognized by AZDHS.
BGCAZ is committed to providing a healthy environment, while helping reduce the spread of illness among members and staff.
Health records must remain current throughout enrollment.
Parents and legal guardians play an important role by monitoring their child’s health before arriving each day.
Parents and legal guardians must notify BGCAZ of any allergies, chronic medical conditions, dietary restrictions, or other health needs that may affect a child’s care.
Illness & Communicable Diseases
This includes, but is not limited to: Food allergies Asthma Diabetes Seizure disorders Bee sting allergies Anaphylaxis
Children who are ill should remain home. Children may not attend the Club if they: Have a fever Are vomiting Have diarrhea Have symptoms of a contagious illness Have an unexplained rash Have untreated pink eye or another contagious eye infection Are unable to comfortably participate in daily activities
When appropriate, BGCAZ may require an Emergency Care Plan completed and signed by the child’s primary care physician. Parents are responsible for providing required emergency medications before attendance.
If a child becomes ill while attending the Club, parents or legal guardians will be contacted and are responsible for arranging immediate pick-up.
Medication Whenever possible, parents and legal guardians are encouraged to arrange for medications to be administered outside of Club hours. When medication must be administered during Club programming, BGCAZ follows established health and safety procedures designed to protect every child.
Children may return when their symptoms have resolved and they meet AZDHS public health guidance. A medical release may be required before returning. Parents and legal guardians should notify the Club whenever a child has been diagnosed with a communicable disease.
Medication will only be accepted when all required authorization forms have been completed before the medication is brought to the Club.
Immunizations & Health Records
Medication Authorization Parents and legal guardians are responsible for:
As a licensed out-of-school time program provider, BGCAZ maintains health records required by Arizona law (A.A.C. R9-5-305) and OST licensing regulations.
Completing a Medication Authorization Form for each medication Providing updated authorization whenever medication instructions change Informing the Club immediately if medication is discontinued
Parents and legal guardians are responsible for providing, before attendance, either the required immunization documentation (generated by the Arizona 17
Boys & Girls Clubs of the Valley
Medication Requirements To be accepted by the Club, all medications must:
Medication not picked up within two weeks of expiration or two weeks after withdrawal from the program may be disposed of according to BGCAZ procedures.
Be delivered directly to designated Club staff by the Parent/Legal Guardian Be in the original container Be clearly labeled with the child’s name Include complete dosage and administration instructions Not be expired
Medication containers may not be refilled with new medication. Medication authorization forms do not automatically transfer between Club locations or seasonal programs. New authorization forms may be required for summer programming or when attending another BGCAZ location.
Prescription medications must remain in the original pharmacy-labeled container with the child’s name, prescribing provider, medication name, dosage instructions, prescription number, and expiration date.
Why these matter
Over-the-counter medications must remain in the manufacturer’s original container, with complete dosage instructions signed by the primary care physician.
Medication procedures help ensure the right medication is given to the right child, at the right time, while protecting the health and safety of every child in our care.
Medication will not be accepted if it is improperly labeled, expired, transferred into another container, or missing required authorization. Medication Storage & Administration Medication is stored in a secure location that is inaccessible to children and administered only by authorized staff members according to written instructions.
Parent Tip If your child’s medication changes during the school year, please notify the Club before your child returns so we can update their records and authorization forms.
Emergency medications, including inhalers, epinephrine auto-injectors (EpiPens), seizure medications, or other rescue medications, will be stored so they are readily available in an emergency, while remaining secure from unauthorized access.
Heat & Outdoor Safety Because Arizona temperatures can become extreme, BGCAZ carefully monitors weather conditions throughout the day.
Each time medication is administered, staff document: Date Time Medication administered Dosage Name of the staff member administering the medication
Outdoor activities may be shortened, modified, moved indoors, or canceled due to excessive heat or unsafe weather conditions. Children are encouraged to drink water frequently throughout the day.
Parents and legal guardians will be notified of any medication concerns, missed doses, or medication administration errors as soon as practical.
Parent Tip
Medication Pick-Up & Disposal Parents and Legal Guardians are responsible for picking up medications when they are no longer needed or when a child withdraws from the program. Licensed Out-of-School Time Program Family Handbook
Please send your child with a labeled reusable water bottle each day.
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Grievance Procedure We make every effort to provide our services in a manner that is both high-quality and non-discriminatory. We recognize that in any environment in which people interact regularly, conflicts, complaints, and concerns may arise. These issues may be between Boys & Girls Clubs of the Valley (“BGCAZ”) members, between members and staff/personnel, or regarding specific policies or rules. This grievance procedure is in place to ensure you have a process to share your complaint or concern, be heard, and have an opportunity for resolution.
*In the absence of the COO, another member of BGCAZ’s senior leadership will facilitate resolution. If you have any questions about these procedures, contact your Branch or Program Director, or reach out via the BGCAZ contact form found on our website.
Volunteer Opportunities
As a Parent/Legal Guardian of a BGCAZ member, you have the right to begin the Grievance Procedure if you believe that any BGCAZ policy has been unfairly applied to you or your member, or that you and/or your member have a disagreement with a BGCAZ staff or volunteer.
Club Volunteers make a difference every day! Opportunities include athletic league coaching, tutoring, e-gaming, and the arts. Flexible scheduling is available. Contact your Club for more information.
Anonymous complaints cannot be accepted, as anonymity may not allow for a full inquiry of the relevant issues. Where reasonable and permissible by law, however, we do maintain the confidentiality of investigations conducted under these procedures.
Contact the Yuma Club/ BGCAZ:
1. All grievances should first be brought to the attention of the Branch or Program Director. Please call or stop in the office of the Club your member attends to request a meeting.
Call:
928-575-2450
2. If the issue is not resolved, you can request follow up through the contact form at BGCAZ.org/contact-us. The appropriate BGCAZ representative will follow up within 3 business days (follow up time may be longer due to weekends, holidays, or other BGCAZ closures).
Online:
Website: yuma.bgcaz.org E-mail: yuma@bgcaz.org
Location:
3. If after following the above steps, you feel we have not resolved your grievance, you can request a meeting with the Chief Operating Officer, Heather Budzien*.
You are welcome to visit the Yuma Branch Monday- Friday, 2:30-7pm. 1100 S 13th Avenue, Yuma, AZ 85364
4. The Chief Operating Officer will make the final decision on how the grievance will be resolved on behalf of BGCAZ.
BGCAZ Program Services Center 4309 E. Belleview St., Bldg. 14, Phoenix, AZ 85008 602-954-8182
Mail:
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Boys & Girls Clubs of the Valley
About BGCAZ Boys & Girls Clubs of the Valley empowers all young people, especially those who need us most, to reach their full potential as productive, caring, responsible members of the community. Our Clubhouses and outreach youth services benefit thousands of children ages 5-18 across Arizona. BGCAZ strives to provide facilities and programs that are accessible to individuals with disabilities. We encourage parents to communicate with BGCAZ if their child has a disability, so that we can work together to make reasonable accommodations that will allow the child access to the Club and its programs. To request reasonable accommodation, please contact your Branch Director.
YUMA BRANCH 1100 S. 13th Ave., Yuma, AZ 85364 • (928) 575-2450
BGCAZ does not discriminate on the basis of race, color, religion, age, national origin, sex, genetics, veteran or disability status. Furthermore, BGCAZ does not discriminate on the basis of familial status. AZRelay.org or 7-1-1. This institution is an equal opportunity provider.
YUMA.BGCAZ.ORG Stay Connected With Us @BGCArizona