Communication with Families & Staff
You have to use a participant's this when writing in the communication long
What are their initials?
At the beginning of every year, staff work with participants to create program expectations and rules.
What is Club Rules?
What is our BGCSVI Dress Code?
Staff will be supplied with shirts that are required to be worn during shifts and name badges with a lanyard.
Where do you find the Staff Shift 2026 Schedule?
SharePoint, in Prevention, Licensed Program Staff Schedule 2026/2027
What is Model for Success?
This is our theory of change and articulates the way that BGC Clubs offer programming and the changes that result because of the Club experience.
You are required to ask for this, if a pick-up arrives and their name is on the list, but you have never met them before.
What is a piece of photo ID?
Includes routines/activities and is posted at eye level of children.
Who is a posted schedule?
What is answering the Club phone?
Answering the phone, "BGC South Vancouver Island - Westshore Club, this is Prabhleen speaking" is an example of this
You wake up feeling sick, what do you if you cannot make your afternoon shift
Text the call-out phone, if you don't hear back then call your supervisor, still don't hear back show up with mask on, if able
What is our overall Program Goal?
To provide a safe and welcoming environment where children and youth engage in social, recreational, and educational activities and build positive relationships and skills for life.
What are 3 Health & Safety Drills we run?
Fire drill
Utility Failure
Medical
Earthquake/Disaster/Tsunami
Evacuation
Violent and Threatening situations
Bomb Treat
Hold and Secure, Shelter in Place and Lock Down
What is one of the action items in our Behaviour Management Step One: Low Level Conflict
Staff will facilitate a problem-solving discussion
Childrenwill be made aware of their behavior.
Each child will be given the opportunity to discuss their experience; the feelings of each child will be acknowledged.
Children will be encouraged to take ownership of their own actions and find their own compromise or solutions to the conflict.
Staff will provide assistance in problem solving, as needed.
Checking and responding to your BGC emails needs to be completed...
What is daily?
What do you do if your co-worker/staff has not shown up for their shift and you have not heard from them?
Call the staff
Inform your Supervisor
Maintain the safety of your participants.
Note:
Staff will be notified when the employee or replacement will be arriving.
Arriving late and/or “no show” for a shift may result in disciplinary action
What is the process when an employee injures themselves at work?
The direct Supervisor needs to be informed of accident/injury immediately and when able the employee must fill out the WorksafeBC Employer Claim Form(WorksafeBC Process)6.
This happens for ALL work injuries no matter how big or small.
What to communicate at pick-up with families.
What is how the children's day went, a specific event or experience they were involved in, and incidents (behavioural or medical) that occurred, and the plan for tomorrow?
What is Indirect Supervision?
Is more like a butterfly floating in, out, and around the group -scanning the play area
How do you interact with a parent at Pick Up?
Greet and engage with parents
Who do you send your vacation request to?
This should be handed in to the Program Managers on or before:
November 1st for the period January 1 through April 30th and
March 1st for the period May 1 through December 31st
FYI- Don't make any plans until approved-tell parents, significant others not to book surprise trips
Name 3 attendance procedures?
This is taken daily for all programs. This includes: time in, time out, staff/guardian initial, staff and volunteers sign in/out. The total number of children you have in care on that day.
Parents must come into our building to drop off and pick up their children and makes contact with a staff member.
What is the timeframe for reporting to Childcare Licensing when an incident happens.
Staff should not wait to share incident information with Team Leads, Supervisors, Managers, etc. because of this reporting timeframe.
What is 24 hours?
What is a Group Management Strategy for Direct Supervision?
Proximity
Are you near one small group, or are you able to view what is happening for the majority of the participants?
Are you positioned so that you see/hear what is going on in the room?
Where are you positioned in regards to the exits? Can you see who is coming and going?
Bonus: Engaging is the other strategy
What is our Phone and Camera Use Policy?
Personal cell phones and cameras are to be turned off or on silent while you are on shift and kept in your bag; their use is not permitted at any time while working. No personal phone calls, texting or picture taking during a shift is allowed
The call-out procedure time for calling in if you feel sick and can't make your morning care shift is...
What is Notifying the call-out phone before 2pm the day before you need your morning shift covered (this counts for notification on weekends and holidays)
What are two procedures you should do when a child doesn't show up to your afterschool program.
Phone calls will be made to all contact numbers for the child’s direct caregiver(s).
Another staff member will ask the school office to check attendance and make an announcement and conduct a thorough search of the school, classroom, playground, and surrounding area. note:* If the school has the child as marked as absent we still need to follow these steps.
Phone calls will be made to all emergency contacts listed on the child’s membership form.
Step 3:
If all above steps have been taken and the child has not shown up at the program, a call will be made to call 911, alerting them of a potential missing child. Please inform them who you’ve contacted so far, including parents, emergency contacts and information gathered from the school. Follow instruction of Emergency Services (i.e. They may ask you to wait in order to get a photo of the missing child).
Step 4:
Call Supervisor and inform them of the situation. Document as a Critical Incident and to Licensing within 24 hours.