2025-2026
Wheeling Park District Mission Statement:
To provide memorable experiences in parks & recreation that enrich our communities.
Welcome to the Before and After School Recreation Program!
For over 50 years, the Wheeling Park District has been proud to provide quality programs for children in a safe, pleasant, and inclusive environment. We are committed to continuing the tradition of excellent before- and after-school care for children in Grades K-5 who attend Tarkington, Field, Twain and Whitman Schools.
Students engage in structured activities such as homework time, physical fitness, group games, arts and crafts, and other fun! Our highly-qualified staff is hired, trained, and supervised by the Wheeling Park District. All staff are CPR/AED and First Aid certified.
The Wheeling Park District embraces the numerous cultural and personal differences of students and their families. Our staff promotes respect and appreciation for diversity. Our emphasis on safety fosters an atmosphere of trust while a wide-range of structured activities encourage children to make time to be active, socialize, and have fun.
I hope you find the information in this handbook helpful. Please read it carefully as some of our procedures have changed.
We are so excited for the 2025-2026 school year to start!
Sincerely,
Nicole Mueller, Recreation Coordinator
nmueller@wheelingparkdistrict.com
(847) 465-7774
Calendar and Hours of Operations
The Before and After School Recreation program follows the District 21 school calendar of student attendance days August 20, 2025 – June 6, 2026*
*Last full day of school without use of emergency days. If days are added, parents may have the option to add extra days.
Before School 7:00 – 9:00 am (Children are not admitted prior to 7:00 am.)
After School 3:30 - 6:00 pm (Late fees apply after 6:00 pm.)
School Year Enrollment
• School Year Enrollments are available for students consistently attending selected days of the week for before and/or after school.
• A $50/student enrollment fee is required to join.
• Payments are collected via auto-bill on the 20th of each month for the 20th-19th
School Year Enrollment Fees
Before School AM
After School PM
Punch Cards
$8.50 per day (charges will be run on the 20th of every month)
$10.75 per day (charges will be run on the 20th of every month)
• Punch Cards are available for students that attend the program as needed.
• Each punch card is per child, cannot be prorated, and expire on the last day of school.
• Punch Card Fees are collected at the time of purchase and are non-refundable.
Punch Card Fees
10 Punches
$120
Registration
School Year Enrollment Pre-Registration
• Enrollment paperwork and payment agreement must be submitted in person at Guest Services no later than August 13 to guarantee a start date of August 20.
• The $50/student enrollment fee must be paid at the time of submission.
• Enrollment confirmation and monthly billing schedule information will be sent via email within 2 business days of registration request.
School Year Enrollment Late Registration
• Enrollment paperwork and payment agreement must be submitted in person at Guest Services no later than 7 business days prior to the requested start date.
• The $50/student enrollment fee must be paid at the time of submission.
• The Wheeling Park District will submit a transportation request to the school district.
• Once transportation is confirmed, the credit card provided at registration will be charged for days of attendance from the start date through the 19th
• Enrollment confirmation and monthly billing schedule information will be sent via email.
Punch Card Purchases
• Punch Card Paperwork must be submitted in person at Guest Services for the first punch card of the school year no later than 4 business days prior to the student’s first visit.
• The full fee must be paid at the time of submission.
Punch Card Renewals
• Punch Card renewals can be completed in person or over the phone with guest services.
• The full fee must be paid at the time of contact.
Usage
Punch Card Usage
• Punch Cards cannot be shared: One Punch Card per child per use.
• Punch Cards are only valid for the current school year.
• No refunds will be issued for unused punches.
• An email must be sent to BASR@wheelingparkdistrict.com no later than 2 business days prior to the day(s) of requested attendance.
o Wheeling Park District Staff will respond via email to confirm approval.
• Wheeling Park District will communicate with the school to coordinate bussing.
o Guardians/Authorized Adults should NOT contact the school.
• Punch Cards will be held on site and must be dated and initialed by the authorized adult at sign in/sign out with the BASR team.
School Year Usage
• Students will be scheduled to attend the program per their registration paperwork.
• Wheeling Park District will communicate with the schools to coordinate bussing.
o Guardians/Authorized Adults should NOT contact the school.
• Sign In/Sign Out sheets are held on site and must be signed by the authorized adult with at sign in/sign out with the BASR team.
• If a child has an unexpected absence with less than 7 business days’ notice, an email must be sent to BASR@wheelingparkdistrict.com before the start of the program.
• Failure to report an absence will result in a $5.50 fee and the use of a schedule change.
• Refunds/Credits will not be issued for any reason, including illness or vacation without a proper schedule change or withdrawal submitted by the applicable deadline.
Schedule Changes and Withdrawals
School Year Schedule Change
• Schedule changes must be submitted online via the JotForm no later than 7 business days prior to the requested change
• Schedule changes can be used for permanent schedule changes for the school year or for specific date(s) being added or removed.
• Refunds and/or Charges will be issued for days included in already processed bills.
• Future billing schedules will be adjusted accordingly.
• The first three schedule change transactions are free of charge.
• All schedule changes made after the 3rd will have a $10 fee.
School Year Withdrawal
• Withdrawals from the BASR School Year Enrollment Program must be submitted online via the JotForm no later than 2 weeks prior to the final day of attendance.
• A $25/child fee will be deducted from any refund and charged to the linked card
• Any students rejoining the program after withdrawing for the school year will be responsible for the $50/child registration fee and the late registration timeline.
School Year Payment
• A Credit Card must be provided at the time of enrollment for monthly bills.
• Payments are charged to the linked card on the 20th of each month August through May based on the exact amount of school days students are registered for within the billing period covering the 20th through 19th of each month per the monthly billing schedule.
• Monthly payments cannot be collected prior to the billing date.
• If credit card information needs to be changed, The Guest Services Team must be provided information in person or via phone by the 18th of each month.
• Unsuccessful payments will incur a $10 fee that must be paid along with the outstanding bill amount within 5 days of notice.
• Failure to comply or make payments will result in termination from the program.
Unreported Absence Fees
• If the deadline for a schedule change or withdrawal has passed, an email must be sent to BASR@wheelingparkdistrict.com before the start of the program.
• A $5.50 Fee will be charged per unreported absence.
• A daily charge plus a $5.50 Fee will be charged per unreported attendance.
• A schedule change will be used per unreported absence/attendance.
• Punch Card users will not have punches returned for unreported absences.
• Fees will be charged on each Friday for the previous Friday-Thursday to the linked card.
• Unsuccessful payments will have the balance posted to the account to be paid no later than 12pm the following Monday.
• Failure to comply or make payments will result in termination from the program.
Late Pick Up Fees
• After Care closes promptly at 6:00pm.
• In the event of late pick-up, please call Guest Services at 847-465-3333.
• A fee of $1 per minute from the end of the program until the time of pick up and sign out will be charged for each student per the acknowledgement form.
• Fees will be charged on each Friday for the previous Friday-Thursday to the linked card.
• Unsuccessful payments will have the balance posted to the account to be paid no later than 12pm the following Monday.
• Failure to comply or make payments will result in termination from the program.
Non-Payment Policy
• By registering in the BASR School Year Enrollment or by purchasing a BASR Punch Card, households take responsibility for all fees including enrollment fees, initial payments, monthly payments, unreported absence fees, late fees, and unsuccessful payment fees.
• The timeline of when fees are charged/due is determined by the Wheeling Park District.
• Failure to comply or make payments will result in termination from the program.
• Withdrawal due to non-payment will result in a balance posted for days passed without payment received and/or any fees past due plus a $25/child withdrawal fee.
• No park district services may be rendered by any household members until the outstanding balance is paid.
• Any students rejoining the program after withdrawal for non-payment will be responsible for the $50/child registration fee and the late registration timeline.
Program Day
Before Care Drop Off Procedure
Before Care students must be walked into the CRC to Room 108 located on our main floor to be signed-in by an authorize adult listed on the student’s ePACT.
Morning Care Bus Information
Below are the estimated times that the bus will arrive to pick up students from the CRC and transport them to their designated school. Students must be on site 10 minutes prior to this time in order to use the before care service.
• Field Bus: 8:30 am
• Whitman Bus: 8:28 am
• Twain Bus: 8:18-830 am
• Tarkington Bus: 8:08 am
All students are transported by School District 21 on First Student school busses.
After Care Bus Information
All students enrolled in After Care will be bussed from their home school to the CRC arriving between roughly 3:50-4:10 pm.
After Care Pick Up Procedure
After Care students should be picked up primarily in room 107/108 located on the first floor to be signed out by an authorize adult listed on the student’s ePACT. There will be occasions when the room number may change or that staff takes the children to the gym or playground. Staff will leave signage on the door of room 107/108 and at the Guest Service Desk
Late Pick Up Policy
Wheeling Park District Aftercare will promptly close at 6:00 pm. In the event of a late pick-up, please call the Guest Service Desk at 847-465-3333. The authorized adult doing the pick-up will be asked to sign an acknowledgment form. Consistent lateness will result in removal from the program.
Absence Policy
Unexpected absences must be reported via email to BASR@wheelingparkdistrict.com before the start of the day’s program.
Snack
A light pre-packaged peanut-free snack is provided in both AM and PM sessions of the Before and After School program. This is not a meal and should not be substituted for a well-balanced breakfast or lunch. Please indicate any food allergies on ePACT
Outdoor Activities
Please dress students appropriately for the weather. Students play outside most days, with the exception of inclement weather. Students should always wear gym shoes and should have a jacket, scarf, hat, boots, and gloves during cold weather.
ePACT
• ePACT offers a health record system that allows guardians to complete and store student health and safety information electronically.
• Once the registration paperwork is submitted with the enrollment fee paid, an email invite will be sent for EACH student.
• Families enrolled in School Year Enrollment must complete all medical and emergency information electronically through ePACT prior to the attending BASR.
• No refunds will be issued for day enrolled without ePACT submitted.
Safety Procedures
Sign-In/Sign-Out
• Authorized adults list on the ePACT are required to accompany students into the building to sign in each morning and sign out each afternoon.
• Students enrolled in the Before and After School program are not permitted to arrive or leave the program without a listed authorized adult.
• Students will NOT be released to an individual not listed on the ePACT
• Staff may require photo identification from anyone picking up or dropping off a child.
If a child cannot be located on their regularly scheduled day or a day with punch card attendance confirmed by WPD Staff the following plan will be put into effect immediately:
• Recreation Coordinator is informed
• Recreation Coordinator will contact the student’s home school
• Park District Staff search CRC and playground
• Police are Called
• Guardian or Emergency Contacts are notified
Emergency School Closings
In the event the school has an emergency closing, the Before and After School program will be canceled and students will be dismissed directly from school. Should the program be canceled during before care hours, Authorized Adults will be called to pick up their students within 30 minutes.
Medical Policies
Medication
We recognize that program participants may need to take prescription medications. If a student needs medication, please complete the medication form with specific instructions on the disbursement. Medication will not be administered without completed forms.
Epi pens, inhalers, etc., must be sent in a large zip-lock bag with the child’s name written boldly on the bag in black permanent marker. These items can be locked and stored overnight, upon guardian’s request. Medications remain with the Site Director at all times throughout the time of the program.
Parental Procedures and Responsibilities
Guardian MUST:
1. Complete the Permission to Dispense Medication/Waiver.
2. Complete and sign the Medication Dispensing Information form.
3. For daily oral medication, pills must be placed in individual envelopes, provided by the Park District, and separated by day. On the envelope, include the child’s name, medication, dosage, and time of day medication is to be given.
4. Along with written instructions from a physician, parents must verbally communicate with Park District staff regarding specific instructions for medication.
Illness
If a child is ill or has a fever of 100° or higher they may not attend the Before and After Care program. Should a child become ill during the program, a guardian will be notified and required to pick up the child within 30 minutes. If the guardian cannot be located, the emergency contact will be called.
Children must be fever-free for 72 hours before returning to Before and After Care. If you learn that your child has contracted a contagious disease or virus, please notify Nicole Mueller, Recreation Coordinator, as soon as possible.
Medical Procedures and Emergencies
If students require more than basic first aid, the following procedures are followed:
1. Recreation Coordinator is notified and 911 is called.
2. Guardian or emergency contact is called.
3. If deemed necessary, paramedics transfer the student to the nearest available hospital.
4. Guardian is responsible for the emergency medical charges for all services rendered.
• Your authorization for the program permits staff to secure emergency medical attention for the student and your commitment for payment thereof is part of the registration agreement.
Code of Conduct
Behavior and Discipline
A positive approach is used regarding discipline. Staff periodically reviews rules with participants. If inappropriate behavior occurs, prompt resolutions are sought after, specific to each individual situation. Resolutions may include limited activities and parent meetings with the Recreation Services Coordinator.
The Wheeling Park District reserves the right to suspend a student whose behavior endangers their own safety or that of others, disrupts the quality or enjoyment of Before and After Care by other participants, or impacts the ability of staff to conduct or manage activities. Refunds are not issued for days missed due to disciplinary suspension.
Rules of Conduct
• Students will show respect for all participants and staff, and take direction from staff.
• Students will refrain from using inappropriate, foul, or abusive language.
• Students will refrain from causing bodily harm to themselves, other students, or staff.
• Students will respect all equipment, supplies, and facilities; this includes items belonging to other students and includes cleaning up all supplies used to participate.
• Students will remain within the site boundaries.
• The Wheeling Park District, along with School District 21, has a NO tolerance policy for weapons. Students who possess or use weapons, including fake or toy weapons, will be removed immediately from the program. This is consistent with School District 21 policy.
Disruptive Behavior Disciplinary Steps
To ensure a pleasant and safe environment for every participant, the Wheeling Park District has the following procedures in place regarding severe disruptive or dangerous behavior:
• First incident Guardian is called and must pick up the student within 30 minutes.
• Second incident Guardian is called and a parent must pick up the student within 30 minutes. Guardian must meet with Recreation Coordinator; depending on the severity of the action, the student may be suspended or dismissed from the program.
• Third incident Guardian must pick up the student within 30 minutes; student may be permanently terminated from the program at the discretion of Recreation Services Coordinator and Manager.
Depending on the severity of the incident, the Wheeling Park District reserves the right to determine the order in which disciplinary steps are followed. For severe misbehavior if a guardian cannot pickup within 30 minutes, an emergency contact will be called to pick up.
Policies
Bullying
Bullying is defined as any gesture or written, verbal, graphic or physical act (including cyber bullying via the Internet and/or cell phone) that is dehumanizing, intimidating, hostile, humiliating, threatening, or otherwise likely to evoke fear of physical harm or emotional distress. This also includes forms of retaliation against individuals who report or cooperate in preventing bullying.
Bullying or harassment interferes with a child’s ability to learn and enjoy a program, event, or facility use. All staff, volunteers and participants are required to refuse to tolerate bullying and to demonstrate respectful behavior at all times.
Suspected Abuse or Neglect
All Wheeling Park District employees are mandated reporters in the State of Illinois. In accordance with the procedures set by the Abused and Neglected Child Reporting Act, any employee having reasonable cause to believe that a child known to them in their professional capacity may be an abused or neglected child shall immediately report the matter to the Illinois Department of Children and Family Services (DCFS). The proper authorities will be notified.
Americans with Disabilities Act
The Wheeling Park District is committed to accessibility for individuals with disabilities and strives to provide equal participation in all programs and services. The Park District’s policy is to reasonably accommodate all qualified program applicants in accordance with the Americans with Disabilities Act (ADA). We welcome questions, comments and concerns of interested community members regarding Park District ADA compliance.
To arrange for auxiliary aids or accommodations enabling individuals with disabilities to participate in Park District public meetings, or to request publications in special format (such as audiocassette or large print) contact the Park District’s ADA Coordinator, Matt Wehby, by calling (847) 465-3333 or via e-mail at mwehby@wheelingparkdistrict.com.
Inclusive Recreation Programs
In a continuing effort to meet the needs of residents with special needs, NWSRA (Northwest Special Recreation Association) and the Wheeling Park District provide inclusive recreation services. This means that individuals with disabilities are able to participate in programs offered by the Park District.
Tell us your special needs and interests by contacting Nicole Mueller, Recreation Coordinator, at nmueller@wheelingparkdistrict.com, to provide the support necessary for success.
Gifts and Rewards
Wheeling Park District employees appreciate family support and recognition. However, gifts and rewards are not necessary and should not be accepted by Wheeling Park District employees.
Half Days Off School
Supervised games, sports, and activities are offered at the CRC and the playground. Pizza is served.
A water bottle should be sent with each student.
9/26/2025
2/13/2026
5/22/2026
Students
enrolled in Friday After School Care are automatically enrolled in Half Day
A schedule change must be submitted no later than 7 business days prior to remove Half Day. Schedule Changes cannot be used to add Half Day. Punch Cards may not be used or Half Day
All other students must enroll in Half Day by registering online or in person by the deadline. The deadline to register, transfer, or withdraw is 5:00 pm 7 days prior.
Days Off School
Supervised games, sports, and activities are offered at the CRC and the playground. Days Off Participants will visit the indoor pool.
A pre-packaged snack is provided for before care and after care.
A peanut free lunch and water bottle should be sent with each student.
All students must enroll in Days Off by registering online or in person by the deadline. The deadline to register, transfer, or withdraw is 5:00 pm 7 days prior.
Break Camps
Supervised games, sports, and activities are offered at the CRC and the playground. Campers will visit the indoor pool on days communicated by staff. A pre-packaged snack is provided for before care and after care. A peanut free lunch and water bottle should be sent with each student. Registration is available for the full camp or as enroll-by-day
Thanksgiving Break Camp
Spring Break Camp
All students must enroll in Break Camps by registering online or in person by the deadline. The deadline to register, transfer, or withdraw is 5:00 pm 7 days prior to the first day of camp.
Contact Information
Wheeling Park District
100 Community Boulevard
Wheeling, IL 60090 (847) 465-3333
wheelingparkdistrict.com
Before and After School Recreation Team (847) 465-7774
BASR@wheelingparkdistrict.com
Recreation Coordinator: Nicole Mueller (847) 465-7774
nmueller@wheelingparkdistrict.com
Assistant Superintendent of Recreation: Isabella Licciardello Allen (847) 465-2940
ilicciardello@wheelingparkdistrict.com
Recreation Services Manager – Youth: Bethany Koudelka (847) 465-2938
bkoudelka@wheelingparkdistrict.com
Guest Services Team (847) 465-3333 frontdesk@wheelingparkdistrict.com