Cautionary Procedures & Family Meetings

CAUTIONARY PROCEDURES AND FAMILY MEETINGS

Addressing Concerns

When concerns regarding a child’s or guardian’s behavior, safety, or the suitability of the program arise, the following procedures shall be followed to ensure an open dialogue with the family and to establish an appropriate course of action:

Initial Meeting with Parents/Guardians

If a child’s or guardian’s behavior contravenes program policies, procedures, or standards, or raises safety concerns, the Program Coordinator, Regional Manager, and/or Operations Manager will request a meeting with the parents/guardians. The purpose of the meeting will be to:

• Discuss the specific concerns.
• Review the impact of the behavior (child’s or guardian’s) on the program environment.
• Explore possible contributing factors, both in the program and at home.
• Collaborate to create a joint action plan that outlines strategies for both the program staff and parents to address the concerns.

This action plan will set clear expectations, support resources, and goals for improving the behavior moving forward, with a specific timeline established to ensure timely progress and accountability.

Written Warning

If the concerns persist after the initial meeting, the Program Coordinator may issue a written warning. The written warning will outline:

• The specific issues discussed.
• Any previously agreed-upon action plans and their status.
• Reassess collective strategies and collaborate on changes to strategies moving forward.

Final Warning

If the behavior continues after the written warning or if the action plan is not followed, the Program Coordinator, Regional Manager, and/or Operations Manager may issue a final warning. This warning will:

• Reiterate the issues and prior discussions.
• Highlight the urgency of resolving the concerns.
• Clarify that failure to meet expectations or improve behavior will result in termination of care.
• Set a strict timeline for improvement, during which the child’s or guardian’s participation in the program will be under close review.

Termination of Care

If the behavior (child’s or guardian’s) persists or escalates following the final warning, or if the child or guardian continues to violate program policies and safety standards, termination of care may occur. This will involve:

• A formal written notification provided to the family.
• Immediate withdrawal of the child from the program.
• Prorated fees based on the withdrawal date.
• Support for the family in transitioning to other services, where possible.

Temporary Suspension

At any point during the process, following the initial meeting, if the behavior (child’s or guardian’s) poses an immediate safety risk or continues despite interventions, the Program Coordinator may impose a temporary suspension. The conditions of the suspension are as follows:

• A maximum 2-day suspension (not including weekends) may be applied to give time for the child, family, and program to implement strategies.
• Parents/guardians may be asked to complete specific actions, such as securing additional resources or evaluations for the child or addressing guardian conduct.
• Parents/guardians must submit documentation supporting the child’s or guardian’s readiness to return to the program, such as proof of counseling or other interventions, if applicable.

1. Fee Policy During Suspension:
   • All fee schedules remain in effect during the suspension period, and full payment is required.
   • If TOPP KIDS cancels the care and withdraws the child from the program, the fee will be prorated, and any overpayment will be returned to the family at the end of the month if already deposited.
   • If the family withdraws the child from care during this process, all fees will be subject to review. Typically, the standard withdrawal policy applies, and any applicable fees or refunds will be reviewed in line with that policy. The child may return to the program only after the outlined conditions have been met.
2. Follow-Up Meeting:
   Upon the child’s return to the program, a follow-up meeting with the Program
   Coordinator, Regional Manager, and/or Operations Manager will be scheduled with the
   parents/guardians within the first week. This meeting will:
   • Review the progress made regarding the child’s or guardian’s behavior.
   • Evaluate the effectiveness of the action plan.
   • Determine whether additional adjustments or resources are needed.
   • Assess whether TOPP KIDS remains the right fit for the child and family, based on their ability to thrive within the program’s environment and follow its policies.

If the concerns remain unresolved, the Program Coordinator may recommend further action,
which could include additional resources or a potential withdrawal from the program.

Serious Extenuating Circumstances
In cases of serious extenuating circumstances, an immediate review by the Operations Team will be initiated, and a meeting with the family/guardian will be expedited to address the concern swiftly. The following situations are considered serious extenuating circumstances:

• Immediate safety concerns that pose a risk to other children or staff members.
• Severe behavioral issues that require immediate intervention, such as physical violence or threats.
• Repeated violations of program policies that impact the safety or well-being of others.
• Guardian behavior that disrupts the program environment or violates the program’s standards of conduct.
• Legal or custody issues that directly affect the child’s participation or the program’s responsibility for care.

The Operations Team will take the lead in addressing these cases, with the goal of protecting the safety and well-being of all children and staff.