BLCC Scheduling Policy

Bethlehem Lutheran Child Care adheres to (2) different types of scheduling policies. The type of policy which will apply to a given child will be dependent upon the classroom in which he/she is enrolled.

Three-Year Old Preschoolers and Older

The children in these child care classrooms may be scheduled as needed on a monthly basis. Each month, a care schedule will be completed by the parent/guardian for the following month and submitted to the child care office by the given due date. Failure to return schedules by the due date may result in a late fee of $10.00 and the child’s place in the center may not be guaranteed. The Director/Associate Director must approve all changes to a given schedule once it is submitted and any additional care required will be assessed and added to the next billing cycle. If care is no longer required on a day which was originally scheduled, this must be made known to the Director/Associate Director prior to the preparation of the billing statement for the billing period in which that day occurs. No credits or refunds will be given for deduction of care made during a billing cycle for which the statement has already been sent. A schedule switch can be made at the discretion of the Director/Associate Director at no additional charge. A schedule switch is defined as removing a child from care one day and adding him/her on for a different day with BOTH days occurring within the same billing cycle.

If it is discovered that care is needed for a day which was not included on the originally submitted monthly schedule, the request for this Add-On Day shall be directed to and approved/denied by the Director/Associate Director. If care on the day(s) requested is available and this day falls within a period for which the billing statement has already been prepared and emailed, this care will be charged for at the higher Add-On rate as defined by the Rate Chart, will show up on the following billing cycle.

Drop In care (care provided to a child who is not currently on the schedule and whose family has not paid a Registration Fee) may be available in the preschool age and above classrooms as availability of space and staff allows. All requests for Drop-In care shall be directed to and approved/disapproved by the Director/Associate Director. If approved, this care will be charged for at the higher Drop-In rate as defined by the Rate Chart. Payment for Drop-In care is due on the same day which care was received.

Infants, Toddlers, Two-Year Olds and Non-Potty Trained Three’s

The children in our younger classrooms adhere to a scheduling policy which allows for some flexibility but requires a consistent weekly or bi-weekly schedule. There is no minimum number of days per week which is required of any given child in these classrooms. Upon enrolling a child in one of these younger classrooms, parents/guardians will be required for a consistent weekly or bi-weekly schedule for that child. (In example, a child will need care every Monday, Tuesday, or Thursday each week.) Parents/guardians will then be given the opportunity to adjust this consistent schedule during each of BLCC’s Open Enrollment Periods which occur (3) times per year. Adjustments to consistent care schedules are not guaranteed until approved by the Director/Associate Director. All existing child care families will receive priority over any new families attempting to enroll. These (3) Open Enrollment Periods will occur according to the following schedules:

  • Open Enrollment Period: April 1st – April 10th for schedules beginning with the start of the summer program
  • Open Enrollment Period: July 1st – July 10th for schedules beginning with the start of the school year program
  • Open Enrollment Period: November 1st – November 10th for schedules beginning with the new upcoming calendar year

Failure to return schedules by the end of any given Open Enrollment Period may result in a late fee of $10.00 and a child’s place in the center cannot be guaranteed. If availability in any of these younger classrooms is discovered after reviewing all existing families’ requests for care, the wait list will be contacted for that particular classroom beginning on the 15th of the same month.

If a family discovers at any point that their originally submitted consistent weekly/bi-weekly schedule needs to be adjusted outside of one of these Open Enrollment Periods, the family is encouraged to discuss this need with the Child Care Office. If the adjustment can be made without compromising the high quality of care provided in the affected classroom, the new consistent schedule will be approved and billed accordingly. This decision is completely at the discretion of the Director/Associate Directors and a consistent schedule change request is not a guarantee of approval.

For planning purposes, any known vacations or other set reasons for absences must be made known during this Open Enrollment Period for the upcoming care season. If these “off” days are received during this Open Enrollment Period (as listed above), no charge for care will occur for these absent days. Failure to notify the child care office of planned absences during this Open Enrollment Period will result in a charge for care on the day(s) it was not needed.

One credit day will be assigned to each child in these younger classrooms (Infants, Toddlers, Twos and Young Threes) during each Open Enrollment Period. These credit days are non-transferrable and do not roll over to the next care season. This credit day may be used for any reason when a child does not require care on a day on which he/she is normally scheduled. Using a credit day when an absence occurs will result in a credit for that day of care in the following billing cycle.

If it is discovered that care is needed for a day which is not included on the originally submitted consistent weekly or bi-weekly schedule, the request for this Add-On Day (a day of care when a particular child does not typically need care according to his/her originally submitted schedule) shall be directed to and approved/denied by the Director/Associate Director. If care on the day(s) requested is available based on current staff and space availability, this care will be charged for at the higher Add-On rate as defined by the Rate Chart and will show up on the next billing cycle.

Drop-In Care (care provided to a child who is not currently on the schedule and whose family has not paid a Registration Fee) may be available but on an extremely limited basis in these younger classrooms due to the conservative teacher to student ratios and the extensive care required for these younger children. Any need for Drop-In care in these rooms shall be directed to and approved/denied by the Director/Associate Director. If approved, this care will be charged for at the higher Drop-In rate as defined by the Rate Chart. Payment for Drop-In care is due on the same day which care was received.