Company Policies & Procedures
What is the ratio of staff to students required in our after-school program?
1 staff member per 15 students OR 2 per group
What is the most important quality of a strong leader?
Leading by example and fostering a positive work environment.
What should a counselor do first when a student is upset?
Listen to them, validate their feelings, and offer a solution or comfort based on their needs.
Where are emergency contact lists located at each location?
Student profile in ProCare Connect
What is the next big events we have planned?
Spring Break Camp & Summer Camp!
What is the procedure for checking students in and out of the program?
Students must be checked in via the attendance system upon arrival (ProCare Connect).
Parents or authorized guardians must sign them out at pick-up, verifying their identity if needed.
How should a manager handle conflict between two employees?
Listen to both sides, remain neutral, encourage open communication, and mediate a resolution while keeping professionalism in mind.
What is the best way to greet a parent when they arrive for pick-up?
With a warm and professional greeting, using their name if possible, and providing any relevant updates about their child’s day.
What steps should be taken to manage heavy rain and prevent flooding inside the facility?
Monitor weather conditions, place towels or barriers at doorways to prevent water from entering, move important equipment or items away from potential water exposure, ensure students stay in designated dry areas, and communicate any necessary updates to staff and parents.
How do we promote after-school events to families?
Through social media, email updates, flyers, Wednesday student announcements, and word-of-mouth from staff.
What are the three key responsibilities of an after-school manager? Or the 4 key points we go over in the meetings?
1)Overseeing staff and student safety
2)Ensuring smooth daily operations
3)Maintaining strong parent communication
Plan
Delegate
Supervise
Control
What is the difference between being a boss and being a leader?
A boss gives orders and expects compliance, while a leader inspires and supports their team to succeed.
What is our policy on handling bullying incidents?
Address immediately, Involve your Martial Arts Chief Instructor, separate the students involved, listen to both sides, document the incident, and inform both parents. Take corrective action based on the situation.
If a child is injured, what is the first step a staff member should take?
Administer basic first aid and document in writing in the Accident Report. If serious, call emergency services and notify parents immediately.
What are the key elements to running a successful parents’ night out event?
Having a clear schedule, engaging activities, proper staffing, and effective communication with parents.
Name two ways managers should document employee performance for future evaluations.
1)Keeping written performance logs
2)Conducting regular employee check-ins or feedback sessions.
Give an example of how to motivate a team during a busy or stressful day.
Recognize hard work, offer small incentives (snacks, team shoutouts), and remind the team of their shared goals and impact on the students.
What should a staff member do if a parent expresses a complaint?
Listen attentively, remain calm, acknowledge their concerns, provide a solution or escalate to management if needed.
What are the key responsibilities of staff members supervising students on the bus?
Ensure all students are seated with seatbelts fastened (if applicable), maintain order and monitor behavior, conduct a headcount before departure and upon arrival, communicate with the driver if any issues arise, and ensure students exit safely at their designated stop.
How do we ensure students are engaged and active during special events?
By creating interactive activities, maintaining an energetic atmosphere, and involving both staff and students in planning.
If an employee is consistently late, what are the appropriate steps to take according to our policy?
First, have a one-on-one conversation to address the issue. If it continues, provide a written warning.
Further infractions may lead to disciplinary actions, such as suspension or termination, depending on severity.
What are three strategies for improving employee morale in the workplace?
Regular recognition and appreciation, clear communication and feedback, and opportunities for professional growth.
How should managers train new staff on behavior management techniques?
Through role-playing scenarios, providing clear expectations, and reinforcing positive discipline techniques such as redirection and reinforcement of good behavior.
What should staff do if a student refuses to stay seated or is being disruptive on the bus?
Calmly remind the student of bus safety rules, redirect their behavior, and, if necessary, separate them from other students. If the issue persists, notify the manager/supervisor upon arrival and document the incident. For serious situations, contact the main office before arriving at the destination.
What are three key factors to consider when planning a successful after-school event?
1) Student Engagement – Ensure the activities are age-appropriate, interactive, and fun to keep students excited and involved.
2) Logistics & Safety – Plan the setup, staff assignments, and emergency protocols to ensure a smooth and secure event.
3) Parent Communication – Promote the event in advance through emails, flyers, and social media to encourage strong attendance.