Thanks for your interest in participating in the after-school and out-of-school programming offered by Boys & Girls Club of Tipton County. You will find a lot of important information below. Please review this newsletter in its entirety for almost everything you might need to know to be informed and ready to register for the upcoming membership year. (Aug. 10, 2023 - Aug. 02, 2024)

All incoming kindergarten - 12th graders are welcome to register for membership. The Club operates based on grade-in-school, not age. Membership is not restricted to youth of Tipton County, but transportation may be a factor as the Club does not offer the privilege of transportation to or from. Tipton and Tri-Central Schools graciously offer after-school transportation to those who attend immediately after school based on the registered site.

The Club offers a preschool and PreK option as well. Click HERE for more information about the program and registration as that is a separate process.

Membership and participation takes place at the Tipton Club (in the CW Mount Building). Members who attend Tri-Central Community Schools (K-8) have the opportunity to designate our new satellite site at Tri-Central as their place of AFTER-SCHOOL participation.*

*To review the details of and get on the list for the Tri-Central AFTER-SCHOOL program, please click HERE at some point throughout the registration process.

The Club Calendar operates August to August. After-School hours are typically 3p-6p; Extended Day hours are typically 7:30a-6:00p; Summer hours are typically 7:30a-5:30p. All dates and times are subject to change with minimal notice (via email & FB).

It is imperative that families pay attention to the days programming is offered. Families are encouraged to print the pertinent calendar to compare with the school calendar and family calendar to eliminate any last minute panic for out-of-school plans. If you need a paper copy, just let us know and we'll gladly get that to you.

Pictured below: Club Calendar: Tipton, Club Calendar: Tri-Central (coming, will align more closely with TCCS calendar)

Registration takes place online beginning July 24. Step by step directions can be found below. Please follow the directions for the process that best fits your family's needs (new or returning). THE LINK TO REGISTER IS AT THE BOTTOM OF THIS NEWSLETTER. The link will not work until July 24! Once registration is received and processed, you will receive an invoice through our Square system as a final step.

Membership fees include all after-school programming; there are no daily/weekly/monthly fees. Fees are $50* per member, Kdg - 12th grade, due within 30 days of registration. Once registered, an invoice will be sent through our Square system. The invoice may be paid with cash or check on-site, or card via the email invoice or on-site. You will not be able to pay membership fees prior to the invoice being created; it's part of the process.

The Club offers payment plans and is more than wiling to work with families to make the program accessible to youth. Families who would like to be considered for assistance can request more information by calling 765-675-9362, opt 2.

If a member has any form of ANTHEM insurance (BCBS, Medicaid, or otherwise), Anthem will cover the cost of the membership fee. Families will have the opportunity to document this information on the registration form.

*Returning members may be eligible for a reduced membership fee if s/he qualifies for participation in one of the Club's grant-funded programs. Eligibility requires a minimum attendance commitment of AT LEAST 3 days/week until 4:30p, parent commitment to complete the end-of-year survey, and previous Club participation. All eligible members will be identified once registered and the reduced fee will be communicated via invoice.

Email is the primary means of mass communication between the Club and parents/guardians. It is imperative that parents/guardians have a working email listed on the membership form, or the family risks missing important information, reminders, and updates. A weekly email will be sent every weekend for details pertaining to the upcoming week. The Club is not responsible for missed communications.

Emails may come from:

bgctipton@bgctipton.org (General Email)

amandam@bgctipton.org (Amanda Mendenhall, Executive Director)

brittnij@bgctipton.org (Brittni Johnson, Unit Director)

tonic@bgctipton.org (Toni Cox, Program Director)

benw@bgctipton.org (Ben Waterman, Teen Coordinator)

preschool@bgctipton.org (Marci Whitesell, Preschool/PreK Director)

melissar@bgctipton.org (Melissa Ridgeway, Outcomes Coordinator)

heatherm@bgctipton.org (Heather Maluck, Administrative Assistant)

brittni.johnson@users.smore.com (Weekly Update - parent newsletter)

messenger@messaging.squareup.com (Invoices - keep these for tax purposes)

receipts@messaging.squareup.com (Receipts - keep these for tax purposes)

Additional Communications:

Tipton Club Pick-Up Line: 765-675-1876 (SAVE THIS NUMBER - ONLY use for PICK UP)

Tri-Central Site Pick-Up Line: TBD (SAVE THIS NUMBER - ONLY use for PICK UP)

Club Main Phone Line: 765-675-9362, opt 2 (for everything EXCEPT PICK UP)

Change in Pick-Up Person: If there is ever a change in who is picking up and the person is not on the original list for approved pick up or an emergency contact, you must let the Club know: 765-675-9362, opt 2.

TC Site participants: Tri-Central Community Schools are graciously providing a space to operate the program. However, Tri-Central offices and staff should not be contacted for anything related to the Club. All communications pertaining to the Club should take place with the appropriate staff member listed above.

Payment: THE CLUB DOES NOT PROVIDE END-OF-YEAR STATEMENTS. FAMILIES ARE RESPONSIBLE FOR KEEPING EMAILED INVOICES AND RECEIPTS FOR THEIR RECORDS. The easiest way to make payment is online via invoice, but we also accept cash/check/card on-site. If calling in to make payment over the phone (membership, extended days, snack cards), call the Club between the hours of 9a-4:30p: 765-675-9362, opt 2. If calling between 4:30p-6:00p to make payment over the phone, parents/guardians may be asked to call back another time, or be placed on hold as this is a high-volume time for pick-up.

Questions: parents/guardians are encouraged to call the Club with any questions: 765-675-9362, opt 2. Let the attending staff know what is needed and if s/he cannot take care of it, s/he will transfer the call to the appropriate staff. If emailing general questions, please use bgctipton@bgctipton.org.

2023-2024 Membership Fees are shared in an above section.

2023-2024 Extended Day opportunities are indicated on the Club Calendars (and explained below) $10/day/member, $15/day/2members, $20/day/3+members

2024 Summer Day Camp indicated on the Club Calendars (and explained below)

$20/day/member, $75/week/member, $100/week/2members, $125/week/3+members

All pre-register/pre-pay opportunities are non-transferable, non-refundable.

Tipton Club - After-School: if members are coming from Tipton or Tri-Central, both schools offer a bus stop at the Club.* Parents/guardians are also welcome to bring their member to the Tipton Club anytime between 3p-5:30p. *TRANSPORTATION IS A PRIVILEGE, NOT A RIGHT! Transportation to the Club can be revoked by the school or Club staff for behaviors that compromise safety or respect.

TC Site - After-School: if participating at the Tri-Central site, members will report to the TCES library at dismissal. Members may not be dropped off after 3p as the building will not be accessible.

Extended Day: (offered to ALL members, takes place at the Tipton Club only) members may be dropped off anytime after 7:30a. Members may walk themselves in, or parents/guardians are welcome to walk their member in.

Summer Day Camp: (offered to ALL members, takes place at the Tipton Club only) members may be dropped of anytime between 7:30a-9a. Members may walk themselves in, or parents/guardians are welcome to walk their member in.

Parents/Guardians have the opportunity to identify individuals permitted to pick up their member, as well as an opportunity to identify individuals who may not pick up on the registration form. This information is shared with Club Administrators and front desk staff to ensure member safety. Please communicate any temporary or permanent changes by calling 765-675-9362, opt 2.

After-School: members must be picked up by 6:00p. Late pick-ups will result in an immediate $5/member fee. Three late pick-ups will result in an altered pick-up time. Continued late pick-ups may result in limited participation in the remainder of the program.

Extended Day: members may be picked up anytime before 6:00p. Late pick-ups will result in an immediate $5/member fee. Three late pick-ups will result in an altered pick-up time. Continued late pick-ups may result in limited participation in the remainder of the program.

Summer Day Camp: members may be picked up anytime before 5:30p. Late pick-ups will result in an immediate $5/member fee. Three late pick-ups will result in an altered pick-up time. Continued late pick-ups may result in limited participation in the remainder of the program.

Tipton Club: Once a parent/guardian, or identified pick-up individual, is on-site and in a parking space, s/he may pick up by: calling the pick up line (765-675-1876)*, telling the front desk staff his/her first and last name, the first and last name of the Club member(s), and color of the vehicle OR coming into the Club and checking in at the front desk staff, giving his/her first and last name, and the first and last name of the Club member(s). All Kdg-4th grade members will exit out of entrance B (Club entrance). All 5th-12th grade members will exit out of entrance A (CW Mount entrance).

TC Site: Once a parent/guardian, or identified pick-up individual is parked at the main entrance, call the pick up line (TBD), tell the staff his/her first and last name, the first and last name of the Club member(s), and color of the vehicle. The member will walk from the library to the main entrance. Parents may meet the member at the door, or have the child walk directly to the car. THERE IS NO RE-ENTRY AT TC! If a member forgets something, a parent can call to see if staff can accommodate retrieving the item. If staff are not available due to supervision requirements, the item can be collected the next day.

*Parents/Guardians choosing to allow members to walk directly to the car assume the responsibility of his/her member once the member has exited the building. The Club is not responsible for getting a member to his/her vehicle. If this process is undesirable, plan on coming in for pick up or meeting your member at the door.

Policy: Any behavior that results in injury, or intended injury to staff or other members, including verbal threats, may result in an immediate suspension, pending expulsion based on Club Administration and Board of Director’s review. Any behaviors that create a physically or emotionally unsafe environment, or perceived unsafe environment as determined by Club Administration, may result in suspension, or limited access to participate. Safety is the Club’s top priority while serving as a program opportunity: the Club has the right to refuse access to our programming at anytime if program safety is compromised.

There is zero tolerance for tobacco, alcohol, or other drug use or possession on-site or off-site.

Club staff are expected to enforce the rules and expectations. While subject to change, initial response to disrespect, misbehavior, or compromise of safety will include: verbal redirection and staff working with the Club member to meet expectations. If non-compliance persists, the Club member may be asked to sit in an alternate area. Staff will check in with the Club member to discuss behaviors prior to being released back to the group. If agitation or disrespect are evident, the Club member will remain removed until ready to rejoin the group.

If behaviors are physical, or repetitive even after intervention, the Club Administration will address the concern, possibly resulting in formal documentation, discussion between Club Administration and parents, and/or possible suspension or expulsion as determined appropriate by Club Administration. Have a plan in place for early pick up just in case.

NEW 2023-2024: While the Club strives to be accessible to all, if a member cannot participate in the program as designed, families will need to find alternative plans for their child.

NEW 2023-2024: The Club uses behavior slips to communicate with parents. These are filled out by staff and sent home at pick up. These are tracked and consistent issues or concerns may result in suspension.

NEW 2023-2024: If a member gets sent home from the Club as a consequence for undesirable behaviors, it may result in suspension for the next day or set of days at the discretion of Club Administration. IF A MEMBER IS SENT HOME 3 TIMES FOR UNDESIRABLE BEHAVIORS, IT WILL RESULT IN SUSPENSION FROM THE CLUB FOR THE REMAINDER OF THE SEMESTER! Upon return, continued undesirable behaviors may result in an additional suspension or expulsion at the discretion of Club Administration.

Non-Staff/Non-Member Entry: Parents/Guardians/Family are welcome to enter the Club, but may not go beyond the front desk area. Situations for accommodation require staff approval and may include, but are not limited to, assisting his/her own member with restroom issues, assisting his/her own member with collecting personal belongings, or volunteering for a specific purpose.

Emergency Drills: the Club conducts emergency drills, specifically fire evacuation, tornado, lock-out, lock-in. This may interfere with pick up and the Club appreciates your cooperation and patience.

Media Publication Information: the Boys & Girls Club of Tipton County and local media may publish events in the Tipton Tribune, on the Club Website, Facebook, Instagram, Twitter, or other marketing platforms. Parents/Guardians will have the opportunity to indicate the publication preference on the registration form. Publication preferences can be changed at any time by calling 765-675-9362, opt 2.

Personal Belongings: Club members are not permitted to bring items from home to have out at the Club. All school/personal items must be placed in a cubby or on a hook, as assigned. Personal belongings must remain put away for the duration of day. The Club is not responsible for lost, stolen, or damaged items, and may confiscate the item to return at pick-up if it becomes an issue.

Personal Devices: Club staff and Club members are not permitted to have personal devices out at the Club. If a staff or member brings a device, it must be placed in his/her backpack or designated area. The Club and Club staff are not responsible for lost, stolen, or damaged devices. *Tweens and Teens have opportunity to use personal devices as permitted in the Teen program space. If a Club member needs to use her/his personal device to communicate, it must be done in the presence of Club staff. There is no “right to privacy” during Club hours or events. Misuse of devices will result in the device being confiscated and returned when the Club member is signed out for the day.

Technology Use: the Boys & Girls Club of Tipton County reserves the right to permit or ban the use of technology on any devices at any time. School devices may be used during academic time for the sole purpose of homework or academic activities as permitted. Club Staff is at liberty to determine necessary technology use to complete school-assigned activities. The Club Wi-Fi may only be accessed on school-owned devices. At no time may a Club member access games or sites that require a login (Facebook, YouTube, etc.) or games or sites that are considered violent and inappropriate in nature, as determined by Club staff. There is no “right to privacy” during Club hours or events. Misuse of devices will result in the device being confiscated and returned when the Club member is signed out for the day. Parents/Guardians must understand that while precautions are taken, it is possible for a Club member to access inappropriate sites and that the Boys & Girls Club of Tipton County has rules and consequences in place for such behavior. Parents/Guardians must understand that the Boys & Girls Club of Tipton County is not responsible for content witnessed as a result of noncompliance.

Restroom Policy: Club members must use the restroom facility one at a time. Members should ensure the restroom is empty prior to entering. In the event of several members needing facility usage at one time, such as handwashing or changing for the pool, a staff member will supervise the open space in the restroom. Members are encouraged to close stall doors for privacy.

One-on-One Policy: Club staff and members are not permitted to be in a space one-on-one. Please see the policy depicted below. (3 pages)

Video Surveillance Policy: the Club utilizes in-house camera systems at both locations. The cameras are present in all common areas at the Tipton Club and in the hallways at the TC site. They are not present in the restrooms. Please see the policy depicted below. (2 pages)

Medication Policy: please see the Club Medication Policy depicted below. (3 pages) This includes: cough drops, acetaminophen, ibuprofen, ear drops, eye drops, etc. NO MEDICATION can be administered without proper documentation.

Much like the school setting, the Club requires those carrying a fever, vomiting, or with diarrhea to stay home until symptom free for 24 hours. All other contagious illnesses are expected to follow the same protocol. If a member misses school due to personal illness, the member must also refrain from coming to Club programming. On occasion, members will be sent to Club programming from school feeling ill. The Club will contact parents/guardians accordingly. Families should have a plan in place for early pick-up as needed.

While our senses were heightened by Covid, the Club continues to practice high levels of sanitization throughout the space. Aside from using a high grade disinfectant on all common hard surfaces, daily cleaning of high frequented areas, and regular mopping of the restrooms and eating areas, members are also required to wash hands upon entering the facility. If your member has medical issue with handwashing, please contact the Club to share details in order for accommodations to be made. The Club often sees an increase in chapped hands during the winter months, and while the Club cannot provide lotion, parents/guardians may keep lotion in the member's backpack for individual use.

Programs at the Club typically fall under the following categories:

Academic Success: homework, STEAM (science, technology, engineering, art, mathematics)

Healthy Lifestyles: cooking, gym activities, social emotional learning

Character & Leadership: volunteer programs per age group, donations, community service

A monthly calendar will be shared via the weekly newsletter. Any program that requires permission will be an opt-in, meaning parents/guardians will be given the information and then must sign their member up in order for their member to participate.

The Club takes pride in offering age-appropriate programming in an age-appropriate setting. The Club acknowledges the role of the Club vs the role of a parent and plans accordingly. Please don't hesitate to request information regarding program plans or curriculum.

Participation in programming as designed is required. The Club is a program, not child care. Members are sometimes given choices, and sometime not given choices. Non compliance to participate appropriately may result in suspension or expulsion from the Club.

Academic success is a priority at the Club and homework time is offered daily. This time does not guarantee completion or accuracy. This is not tutoring. Club staff will assist as need is advocated and staff are available, but will not be checking homework prior to members moving on to programming. Pay attention to the upcoming newsletters to see the specific times available to each grade level. If families prefer to complete homework at home, let the Club know and an alternate academic activity may be provided during this time.

Many of the Club members will be eligible to participate in various grant-funded programs. This will allow communications between Club staff and the classroom teacher for an added layer of assistance in the academic success of members.

A free snack is provided daily through various donors. A menu for the free snack will be provided in the weekly newsletter.

Snack may be brought from home and eaten during designated snack times.

Paid snacks can be purchased during the designated time only. Snack Cards come in $5 increments and can be purchased with cash, check, or card. Members can also bring in cash, and spend up to $1.00/day for no more than 2 items. Members may share snack cards or money with siblings only.

The Club is not responsible for snack choices made by the members. *If there are medically driven diet restrictions, please communicate this to the Club.

Items left behind are collected at the end of each day and put on display for two weeks. These items will also be pictured in the weekly newsletter. After the final call, items get donated to 2nd Blessings or a nearby Goodwill. Please review this part of the weekly newsletter beginning in August.

Review these with each Club member prior to registration.

Safety

I will check-in with the front desk staff when entering the Club.

I will stay in the assigned program area at all times.

I will follow the Restroom Policy.

I will not share clothes, hats, brushes, snack cards, or food with non-sibling Club members.

I will always walk in program spaces outside of the gym.

I will follow the Technology Use Agreement.

I will follow all School and Club expectations on the bus; sit in my seat, face the front, and keep my voice volume at a minimum.

Respect

I will show respect for the Club staff, fellow members, and myself by following all expectations.

I will keep my hands and feet to myself.

I will use respectful language and tone.

I will work out conflict with patience and understanding. I will let Club staff know if there is a conflict.

I will clean up after myself in all spaces.

I will keep all food and drink in the snack bar area. I will pick up all trash and belongings.

I will stay out of others’ belongings.

I will follow all School and Club expectations on the bus; sit in my seat, face the front, and keep my voice volume at a minimum.

I understand that precautions are being taken to keep me safe and I will comply with staff requests and Club expectations.

In addition to the Club Member Code of Conduct,

I understand that I am a role model and should conduct myself as such in all situations in and outside of the Club; keeping in mind that not only am I to respect others, but I will respect myself at all times.

I understand that that as a Club member, I will uphold my academic responsibilities.

I understand that there will be program participation expectations during my time at the Club.

I understand that I will have access to various rooms and spaces throughout the facility. I understand that I must be supervised at all times by Club staff with the exception of the Restroom Policy. Club staff will determine the area of use as necessary for the program opportunities provided.

I understand that I am responsible for using the space, furniture, supplies and equipment respectfully. This includes picking up after myself and following all rules. If food is permitted in a space, I understand that I am responsible for cleaning up my area by ensuring the space is free of food and trash, wiping the table with the approved cleaner, and taking care of any accidental spills or messes.

I understand that my access to technology, even on my own device, will be limited in frequency, duration, and content. Failure to comply may result in loss of privileges and my devices may be confiscated at any time due to suspicion of inappropriate use or content.

I understand that in order to sign myself out, the Club must be contacted by the parent/guardian via Club phone (765-675-1876) or written notice. Once I sign out, I may not return unless arrangements were made between the parent/guardian and Club Administration. The Club is not responsible for me once I leave the building.

In addition to the Club & Teen Member Code of Conduct,

I understand if I have situations where my academics are struggling, I will step down from mentoring to ensure my success as a student.

As a mentor, I understand the importance of programming, and know that the Teen Coordinator may have a program that overrides mentorship for that day.

I understand that I can be removed from mentorship at any time due to my behavior, academic struggles, or lack of respect.

I, as the parent/guardian, understand my Club Member must follow all rules & policies at all times. I have read and understand that infractions may be result in suspension or expulsion.

I, as the parent/guardian, understand I will be held accountable for the items within the handbook, and that the handbook may not contain all situations that may need to be discussed.

I, as the parent/guardian, understand the Club is not responsible for misinterpretation or misunderstanding as I know that I can ask Club Administration for any clarification needed.

You will see these items on the membership form to indicate understanding.

After carefully reviewing this newsletter, click or copy and paste https://online.traxsolutions.com/bgctc/main#/dashboard and complete the registration form. THE FORM IS MUCH EASIER TO MANIPULATE ON A COMPUTER. It is recommended that you do not use a phone or small screen. PLEASE SEE STEPS BELOW... IT WILL BE SO HELPFUL!

Once the parent portal is open, click NEW ACCOUNT.

Enter all of the information for the MAIN CONTACT adult for the family.

This request is sent to the Club and will be approved within 48 hours.

Once approved, the adult will receive a confirmation email to finish the process.

Create a password and click “Submit”

Complete the account form and click “Complete”

click "Activities" at the top

click "Enroll" under whichever site and grade level pertains to the child you are enrolling

click "Add New Person" and enter all of the details and click "Save"

click on the drop down arrow and select your child's site/grade level group again

check the box next to "Select". If you have more children to sign up, click “Add Additional Activities” and add them the same way.

click "Next" at the bottom of the screen and proceed through the registration pages

click "Complete" at the bottom of the screen

click "I am not a robot." and "Complete"

The system has you "check out" but the fee is not processed through our registration system. There should be 2 items per child in your cart: one should show "Full Time..." and one should show the site.

Once received and processed, a Square invoice will be sent via email to the main contact on the account.

*On-site assistance is available most days, M-F, 8-4. You will need to know your email address and password for the account. Or access to your email on your own device.

Sign into your account. If you are unsure what email you used, contact the Club. If you are unsure what your password is, simply click "forgot password" to reset.

click "Activities" at the top

click "Enroll" under whichever site and grade level pertains to the child you are enrolling

click on the drop down arrow under the member name and select your child's site/grade level group again

check the box next to "Select". If you have more children to sign up, you should be able to add them the same way.

click "Next" at the bottom of the screen and proceed through the registration pages, taking time to ensure all information is correct.

click "Complete" at the bottom of the screen

click "I am not a robot." and "Complete"

The system has you "check out" but the fee is not processed through our registration system. There should be 2 items per child in your cart: one should show "Full Time..." and one should show the site.

Once received and processed, a Square invoice will be sent via email to the main contact on the account.

*On-site assistance is available most days, M-F, 8-4. You will need to know your email address and password for the account. Or access to your email on your own device.