Frequently Asked Questions
Categories
Parental Resources
The kitchen must be always locked, even when a staff member is present. The door may not be left ajar or propped open.
The kitchen must be clean, sanitized, clutter-free and in good repair.
No rags or sponges, including Magic Erasers may be used at any time.
The master Medical Report must be displayed, current, and updated/ replaced at least monthly or anytime a child with a new allergy starts.
Soap and paper towel dispensers must be present and stocked.
The three-compartment sink must have Wash/Rinse/Sanitize signs on respective sinks.
The handwashing sink must have a sign indicating that it is for handwashing only; sinks must be used according to their labels.
Any cooking appliances, other than TLE provided FF&E, must have local fire and health approvals on file.
Microwaves, refrigerator, and freezer must be in proper working condition.
The thermometer located inside the refrigerator must read between 30- 40*F, and freezer must read below 0*F. Temperatures must be logged on the Weekly Temperature Log every week.
Microwaves must be cleaned and sanitized after use.
All cooking utensils and food receptacles must be stored upside down.
All food must be stored in its original, unopened container and dated with the received date. Once the container has been opened, the food must be transferred to a container that can be sealed, such as a Tupperware container or Ziploc bag.
Opened food must also be dated with the opened dates.
Milk must be used by the stamped expiration date or disposed of on the stamped expiration date.
At least one individual at the center must have a current Food Manager’s or ServSafe certification, regardless of state guidelines. The certificate must be displayed in the kitchen.
Food handlers must wear gloves on both hands when handling food.
The food prep sink must have a Food Prep Only sign, available for purchase from All Star Engraving, indicating that is for food prep only.
There may not be any nut products within the center and kitchen; including but not limited to peanut butter, almond milk, cashew milk, coconut milk, candy, etc.
Bleach testing strips must be present and easily accessible in the kitchen. If bleach is not used, written approval from local government agency for alternative sanitizing must be on file and available for review.
When delivering food to classrooms, it must be covered and served at a minimum internal temperature of 140*F.
If the center utilizes a catering service, a copy of the menu must be posted and the insurance certificate, health department license, and most recent health department inspection report must be kept on file.
Only disposable paper and plastic dishes, cups and utensils may be used by children for snack or meals. Reusable dishes may not be used unless required by a state or local regulatory agency.
Commercial grade rice cookers and crock pots are the only additional cooking equipment that should be used in addition to the microwaves in the kitchen. Prior to purchasing them, you should consult with your local health department for approval. For any other cooking or heating equipment, permission from the health and fire departments, in writing, is required, and should be kept on file in the kitchen.
Parents of children celebrating birthdays or special occasions may bring in healthy treats to share with the entire class.All items must be store- bought and in the original sealed package containing the nutrition label.
Parents must provide the lead teacher and Center management at least two (2) days’ notice for any birthday or other celebrations.
All Centers are nut- and powder-free, and all outside treats must comply with TLE’s allergen and choking hazard policies.
Center management must review the ingredient list prior to entering the classroom to ensure that no peanuts are contained in the outside treats and that they are not manufactured in a factory that also manufactures peanut-related products.
No homemade treats are permitted.
Staff must be fully aware of all children with food allergies, restrictions, or preferences in their classroom and should clearly match the medical list.
The Learning Experience will not approve any menus that contain common allergens such as nuts (or nut products) or eggs. Additionally, menus will not be approved that contain any foods commonly associated with choking hazards, including hot dogs, grapes, cherry tomatoes, popcorn, raw vegetables or hard candy.
If the center provides snacks and/or lunch, an alternative must be available for children with allergies or food restrictions.
As our centers are nut free facilities, no products made from tree or ground nuts may be served. This includes, but is not limited to, almond or cashew milk, peanut butter, coconut, or peanut oil. Always check the product labels to confirm no nuts were used.
If a cook delivers food to the classroom, he or she must advise staff of any children with allergies in the classroom and what alternative is being provided.
Children on special diets must have snacks and meals prepared and sent from home. They may not be served any center food and may only be served “special occasion food” if provided by the parent. This may include children who cannot eat certain foods due to cultural or religious practices, or children who have severe allergies that alter their full diets.
Any child on a special diet must have a copy of a physician’s diet order and an Alternate Nutrition Agreement signed by the parent/guardian on file at the center.
Children with food restrictions or preferences must be listed on the center’s Medical List posted in the kitchen and in their classroom.
Dietary preferences should be recorded in MyTLE CORE as a dietary preference and not an allergy or medical condition.
The Learning Experience® has developed menus recommended for use in our centers. The Learning Experience® recognizes that centers may prefer to use their current menu or a menu more fitting to the demographics of the area.
Nutritional content of menus may vary according to state or local requirements. It is the center’s responsibility to collaborate with their Field Leader to ensure the state or local requirements are met.
If parents/guardians provide snacks and/or lunch from home, it is the center’s responsibility to ensure that it does not include choking hazards, nuts, or processed in a factory containing nuts.
Snacks and meals provided by parents/guardians must be kept in the child’s lunch box and should be nonperishable.
Centers are not to serve any choking hazards, including but not limited to lollipops, gum, hard candy, marshmallows, grapes, blueberries, or chocolate to children of any age at any time under any circumstances.
Any deviation from The Learning Experience® provided menu must be approved in writing by the Regional Vice President (RVP) prior to utilizing the menu.
To obtain the RVP’s approval, the center must first obtain an approval letter from a registered dietician or registered nutritionist that contains the individual’s first and last name, title, license number, and verbiage that he or she is officially approving the menu. The letter as well as the menu must be sent to the RVP.
The center’s menu and any substitutions must be posted on The Learning Experience® fillable menu with the current week clearly designated on the bulletin board outside of the kitchen.
A copy of the menu and any substitutions with the current week clearly designated must also be posted inside the kitchen.
Mealtimes for children twelve months and older will follow this schedule:
Morning Snack- 9:00 a.m. – 9:30 a.m.
Lunch- 11:30 a.m.- 12:00 p.m.
Afternoon Snack- 2:30 p.m. - 3:00 p.m.
In the event Breakfast is required to be served, Breakfast will be served before 8:00 a.m. (if applicable)
In the event an Evening Snack is required to be served, the Evening Snack will be served between 5:30 p.m. – 6:00 p.m. (if applicable)
Infants are fed according to their own schedule. Parents/guardians must complete an Infant Feeding Schedule and verify it monthly, by re-signing the form if there are no changes, or updating and re-signing the form if there are changes.
All centers are required to provide a minimum of two snacks daily for the first six months they are in operation. Following that, the center must provide a minimum of two snacks as well as lunch daily. Centers may also choose to provide lunch from day one of operations if they can afford to do so or the state requires a lunch to be served.
If a center does not provide lunch during their initial six months, Parents/guardians will be responsible for providing a nutritious lunch.
The center must have a nutritious lunch option available to meet all allergy or dietary restrictions or preferences in the event a child does not have snacks or lunch for the day.
Centers may never charge additional fees for lunch or snacks.
Safety and Health
The kitchen must be always locked, even when a staff member is present. The door may not be left ajar or propped open.
The kitchen must be clean, sanitized, clutter-free and in good repair.
No rags or sponges, including Magic Erasers may be used at any time.
The master Medical Report must be displayed, current, and updated/ replaced at least monthly or anytime a child with a new allergy starts.
Soap and paper towel dispensers must be present and stocked.
The three-compartment sink must have Wash/Rinse/Sanitize signs on respective sinks.
The handwashing sink must have a sign indicating that it is for handwashing only; sinks must be used according to their labels.
Any cooking appliances, other than TLE provided FF&E, must have local fire and health approvals on file.
Microwaves, refrigerator, and freezer must be in proper working condition.
The thermometer located inside the refrigerator must read between 30- 40*F, and freezer must read below 0*F. Temperatures must be logged on the Weekly Temperature Log every week.
Microwaves must be cleaned and sanitized after use.
All cooking utensils and food receptacles must be stored upside down.
All food must be stored in its original, unopened container and dated with the received date. Once the container has been opened, the food must be transferred to a container that can be sealed, such as a Tupperware container or Ziploc bag.
Opened food must also be dated with the opened dates.
Milk must be used by the stamped expiration date or disposed of on the stamped expiration date.
At least one individual at the center must have a current Food Manager’s or ServSafe certification, regardless of state guidelines. The certificate must be displayed in the kitchen.
Food handlers must wear gloves on both hands when handling food.
The food prep sink must have a Food Prep Only sign, available for purchase from All Star Engraving, indicating that is for food prep only.
There may not be any nut products within the center and kitchen; including but not limited to peanut butter, almond milk, cashew milk, coconut milk, candy, etc.
Bleach testing strips must be present and easily accessible in the kitchen. If bleach is not used, written approval from local government agency for alternative sanitizing must be on file and available for review.
When delivering food to classrooms, it must be covered and served at a minimum internal temperature of 140*F.
If the center utilizes a catering service, a copy of the menu must be posted and the insurance certificate, health department license, and most recent health department inspection report must be kept on file.
Only disposable paper and plastic dishes, cups and utensils may be used by children for snack or meals. Reusable dishes may not be used unless required by a state or local regulatory agency.
Commercial grade rice cookers and crock pots are the only additional cooking equipment that should be used in addition to the microwaves in the kitchen. Prior to purchasing them, you should consult with your local health department for approval. For any other cooking or heating equipment, permission from the health and fire departments, in writing, is required, and should be kept on file in the kitchen.
Parents of children celebrating birthdays or special occasions may bring in healthy treats to share with the entire class.All items must be store- bought and in the original sealed package containing the nutrition label.
Parents must provide the lead teacher and Center management at least two (2) days’ notice for any birthday or other celebrations.
All Centers are nut- and powder-free, and all outside treats must comply with TLE’s allergen and choking hazard policies.
Center management must review the ingredient list prior to entering the classroom to ensure that no peanuts are contained in the outside treats and that they are not manufactured in a factory that also manufactures peanut-related products.
No homemade treats are permitted.
Staff must be fully aware of all children with food allergies, restrictions, or preferences in their classroom and should clearly match the medical list.
The Learning Experience will not approve any menus that contain common allergens such as nuts (or nut products) or eggs. Additionally, menus will not be approved that contain any foods commonly associated with choking hazards, including hot dogs, grapes, cherry tomatoes, popcorn, raw vegetables or hard candy.
If the center provides snacks and/or lunch, an alternative must be available for children with allergies or food restrictions.
As our centers are nut free facilities, no products made from tree or ground nuts may be served. This includes, but is not limited to, almond or cashew milk, peanut butter, coconut, or peanut oil. Always check the product labels to confirm no nuts were used.
If a cook delivers food to the classroom, he or she must advise staff of any children with allergies in the classroom and what alternative is being provided.
Children on special diets must have snacks and meals prepared and sent from home. They may not be served any center food and may only be served “special occasion food” if provided by the parent. This may include children who cannot eat certain foods due to cultural or religious practices, or children who have severe allergies that alter their full diets.
Any child on a special diet must have a copy of a physician’s diet order and an Alternate Nutrition Agreement signed by the parent/guardian on file at the center.
Children with food restrictions or preferences must be listed on the center’s Medical List posted in the kitchen and in their classroom.
Dietary preferences should be recorded in MyTLE CORE as a dietary preference and not an allergy or medical condition.
The Learning Experience® has developed menus recommended for use in our centers. The Learning Experience® recognizes that centers may prefer to use their current menu or a menu more fitting to the demographics of the area.
Nutritional content of menus may vary according to state or local requirements. It is the center’s responsibility to collaborate with their Field Leader to ensure the state or local requirements are met.
If parents/guardians provide snacks and/or lunch from home, it is the center’s responsibility to ensure that it does not include choking hazards, nuts, or processed in a factory containing nuts.
Snacks and meals provided by parents/guardians must be kept in the child’s lunch box and should be nonperishable.
Centers are not to serve any choking hazards, including but not limited to lollipops, gum, hard candy, marshmallows, grapes, blueberries, or chocolate to children of any age at any time under any circumstances.
Any deviation from The Learning Experience® provided menu must be approved in writing by the Regional Vice President (RVP) prior to utilizing the menu.
To obtain the RVP’s approval, the center must first obtain an approval letter from a registered dietician or registered nutritionist that contains the individual’s first and last name, title, license number, and verbiage that he or she is officially approving the menu. The letter as well as the menu must be sent to the RVP.
The center’s menu and any substitutions must be posted on The Learning Experience® fillable menu with the current week clearly designated on the bulletin board outside of the kitchen.
A copy of the menu and any substitutions with the current week clearly designated must also be posted inside the kitchen.
Mealtimes for children twelve months and older will follow this schedule:
Morning Snack- 9:00 a.m. – 9:30 a.m.
Lunch- 11:30 a.m.- 12:00 p.m.
Afternoon Snack- 2:30 p.m. - 3:00 p.m.
In the event Breakfast is required to be served, Breakfast will be served before 8:00 a.m. (if applicable)
In the event an Evening Snack is required to be served, the Evening Snack will be served between 5:30 p.m. – 6:00 p.m. (if applicable)
Infants are fed according to their own schedule. Parents/guardians must complete an Infant Feeding Schedule and verify it monthly, by re-signing the form if there are no changes, or updating and re-signing the form if there are changes.
All centers are required to provide a minimum of two snacks daily for the first six months they are in operation. Following that, the center must provide a minimum of two snacks as well as lunch daily. Centers may also choose to provide lunch from day one of operations if they can afford to do so or the state requires a lunch to be served.
If a center does not provide lunch during their initial six months, Parents/guardians will be responsible for providing a nutritious lunch.
The center must have a nutritious lunch option available to meet all allergy or dietary restrictions or preferences in the event a child does not have snacks or lunch for the day.
Centers may never charge additional fees for lunch or snacks.
Staff must immediately notify Center Management any time an accident or incident occurs.
An injured child is always the priority.
Center Management must inspect the child’s injury themselves to ensure proper care has been provided and should not hesitate to contact emergency personnel if needed.
Once an injured child has been assessed, first aid has been administered as necessary, and the determination of whether to contact emergency personnel has been made, the child’s parent or legal guardian must immediately be notified.
After the parent/legal guardian has been notified, Center management must immediately notify the Center’s field leader if it is a head or neck injury or requires any form of third-party medical attention.
If emergency personnel need to enter a classroom, any other children must immediately be removed from the classroom.
If emergency personnel transport a child from the Center, Center management must ensure that a staff member accompanies the child or follows the transport.
The appointed staff member must bring the child’s file.
The appointed staff member must remain with the child until a parent or legal guardian arrives at the hospital or other facility.
For any injury that requires more than basic first aid, Center Management should provide the parent/legal guardian with a copy of the supplemental student accident insurance form and contact the Center’s insurance company or agency as soon as possible.
Accident/Incident Reporting:
An Accident/Incident Report and Body Map must be completed any time an accident or incident involving a child occurs at the Center. This includes any injury (no matter how minor), any objectionable behavior (including, but not limited to, biting, hitting, or scratching), or any unexplained mark or bruise on a child’s body.
The Accident/Incident Report and Body Map must be filled out COMPLETELY as close in time to the accident or incident as possible. The Body Map must indicate where on the child there is an injury, mark, or bruise, if applicable. If there is not a mark or injury to the child, the Not Applicable box must be checked off on the Body Map.
Photographs of injuries are not permitted. Parents/guardians may come to the center to inspect an injury of concern if they feel the need to do so.
After the parent or legal guardian (or, if necessary, emergency contact) has been notified, the following information must be added to the Accident/Incident Report:
- The identity of the person notified (always attempt to notify parent(s) or legal guardians first; emergency contacts should only be notified as a last resort).
- The method used to notify that individual (by phone or in person)
- Note any comments or questions from the person notified
- Obtain signature of parent/legal guardian during pick up.
- Photocopy the report and provide it to the parent/legal guardian if requested.
When completing an Accident/Incident Report form, these guidelines must be followed:
- Use appropriate and neutral language. Do not embellish or exaggerate – if a child has bumped his/her head, writing that the child has “banged” or “whacked” his/her head will only unnecessarily upset the parent.
- Provide a full and complete account of all events leading up to and surrounding the accident or incident. Details and context are important, even if they do not seem significant at the time.
Example: While playing with classmates, Timmy lost his balance, causing him to fall and bump his head on the bookshelf. This left a small (nickel-sized) red bump on the right side of his forehead.
- Provide a full and complete report of all actions taken by Center staff and/or management.
- Example: I washed the area with soap and water and applied a cold compress for three minutes.
- If the description of the accident/incident is longer than the space provided, a Confidential Incident Statement must be used to complete the explanation. Writing in the margins, above/below the lines, on the back of the paper, or scratch outs are strictly prohibited.
- All staff members that witness the accident or incident must sign the report.
- A separate handwritten witness statement may be required. Handwritten witness statements must be dated with their printed name and signature. The field leader will advise if witness statements are needed.
- A member of Center Management must sign the final Accident/Incident Report.
- When an accident or incident involves more than one child, separate Accident/Incident Reports must be completed for each child involved.
- In accordance with strict confidentiality rules, each report must maintain the anonymity of the other child involved in the accident or incident. Avoid the use of he/she pronouns and the use of the word “friend.”
- For example, if Child A bites Child B, the Accident/Incident Report should state that Child B took a truck away from his classmate, and his classmate bit him on the top of his left wrist, leaving a small pink welt.
- Conversely, Child A’s Accident/Incident Report should state that Child A was playing with a truck when one of his classmates took it from him, and then Child A bit the other child.
- After the Accident/Incident Report has been signed by all parties, it must be logged into MyTLE CORE in the child’s file under Accident/Incident Recording.
- The original, signed report must be filed immediately in the child’s file, on the right-hand side beneath the rate sheet.
- Any accident/incident where developmentally inappropriate or disruptive behaviors are exhibited or witnesses must also be documented utilizing the Internal Observation Form.
Emergency Contact Information
- Child and staff emergency contact information must be stored in MyTLE CORE, in the child’s file and in the Emergency Binder.
- The Emergency Binder must contain the Emergency Contact Report from MyTLE CORE.
- The Emergency contact form should remain in the child’s file.
- State emergency forms may be substituted for the Emergency Contact Report if the same information is present, and the state form is in both the child’s file and the Emergency Binder.
The Center shall not permit a child or staff member with an excludable communicable disease (diseases/illnesses that require a child or staff to be excluded from care) to be admitted to or remain at the Center until the following requirements are satisfied:
- A note from the child's or staff member's health care provider is received stating the child or staff member presents no risk to others.
- The center has contacted the Communicable Disease Program in the state Department of Health, or the local health department pediatric health consultant, and is told the child or staff member poses no health risk to others.
- If the child or staff member has chicken pox, the Center must obtain a note from the parent or staff member stating either that at least six days have elapsed since the onset of the rash, or that all sores have dried and crusted.
If it is reported by the parent/guardian that the child has a contagious illness, an Illness Letter must be distributed to each family in the classroom(s) the child has had contact within a timely manner.
Illness Letter templates are available on TLE Station. Each family in the child’s classroom should receive a copy of the letter.
Additionally, one copy must be displayed near the classroom door and one posted by the sign-in computer.
All active (currently enrolled and attending) children must be current with local governmental immunization requirements and have current, valid documentation of these immunizations on file. Exemptions are only permitted as indicated by the local governmental agency.
Children may not attend The Learning Experience without this documentation on file. This documentation must be reviewed by center management prior to the child actively attending the center.
The local licensing agency provides the specific requirements regarding immunizations and documentation as well as the frequency of physical requirements and any required consultants and resources.
All active children must have a current physical examination record on file, within previous 24 months or less, or as required by local regulatory agency.
As children receive new vaccinations, parents/guardians must provide the Center with copies of all required documentation. Immunization records and physical dates must be logged in MyTLE CORE in the Immunization section.
To easily audit outstanding physicals or immunizations, utilize MyTLE CORE Reports FC14: Physical History & FC17: Immunization Summary.
Emergency Medication must always be kept in the child’s classroom first aid kit with the IHCP and travels with the child.
In accordance with state rules and regulations, there should be a backup of the emergency medication available in the center manager’s office.
Rectal medications will only be administered in the event of an emergency.
The staff will be trained on proper administration of the medication by the parents and/or outside personnel hired by the parents.
When a parent or legal guardian informs center management that his/her child may need rectal medication, pursuant to the IHCP and where allowable by law, the following procedures will be followed:
A member of the center administration will call 911 and remain on the line while the medication is administered to ensure the child reacts appropriately. The parents/legal guardians will be contacted next and request they either come to the center or meet the child at the hospital.
Dispatch EMTs to the center to check out or transport the child, as appropriate.
When EMTs arrive, yield the scene to them.
If a parent cannot arrive prior to the emergency transportation, a member of the management team will accompany the child to the hospital.
The child’s file must accompany the child to the hospital if a member of the management team is accompanying the child to the hospital.
The Show N Tell Classroom app will prompt each teacher to acknowledge child medical conditions and allergies upon check in.
The reminders do not replace standard communications or displayed medical reports and are intended to serve as an additional resource.
Medication may not be dispensed without a completed Authorization for Medication Form on file. If applicable, state medication forms should be used in place of the TLE form.
Once an Authorization for Medication Form is complete, the original must be stored in the in the child’s file on the right-hand side, beneath the Enrollment Agreement and a copy of the form must be stored in the Medication Binder.
This form must be signed by the parent/guardian. This form is only valid for one (1) week; if the course of medication is longer, a new form must be signed after each week.
All dates and times that the medication is to be administered must be clearly indicated on the Authorization for Medication Form.
Completed forms for prescription medication are maintained in the Center office; completed forms for non-prescription over-the-counter medication are maintained on the medication clipboard in the child’s classroom.
All centers must have the 5 Rights of Medication displayed in the office near where medication is stored.
All medication must be provided to the Center in its original container and to a member of Center Leadership.
If the instructions on the original container conflict with the parent/guardian’s instructions, the parent/guardian must provide a doctor’s note to explain the discrepancy.
Medication may not be indicated as “as needed.”
Prescription medications must be labeled with the following information:
- Child’s name (first, last, and middle initial if needed)
- Medication name
- Dosage amount
- Frequency of dosage
- Length of time (e.g., days to be given)
- **A doctor’s note may be required**
All medication must be handed to a manager or designated opener and legibly labeled with the child’s first and last name.
All medications must be stored in a designated location inaccessible to children. Medications are considered toxic substances that cannot be left within the reach of children.
Medications must be placed immediately upon receipt in the designated location in the morning and kept there until it needs to be utilized and placed back in the locked box until the parents pick up the child.
Medications may not be removed or put into children’s bags or cubbies in anticipation of the parent’s arrival.
Children’s medication must be sent home daily.
Medication that requires refrigeration must be stored in a kitchen refrigerator.
Medication may only be administered by center management and must only be administered to children in accordance with applicable laws and regulations.
If medication appears difficult to administer due to a child’s emotional or physical condition or due to difficulty in administration, the parents will be required to dispense the medication themselves.
Center management, using the Medication Board in the office, shall be responsible for ensuring that all medication is given in a timely fashion.
The Medication Board must list the child’s first name, medicine, and dosage times.
Each time the medication is administered, the Authorization for Medication Form must be signed by the center manager administering the medication and by a witness.
At the end of each week, the original form must be placed in the child’s file and a copy placed in the corresponding month’s tab in the medication binder.
Non-Prescription Medication
- Non-prescription medication will only be administered at 12:00 p.m. and 4:00 p.m. daily unless the Center is in receipt of a doctor’s note directing otherwise.
- The Center may only give a child a non-prescription medication when:
- It is permitted by the local childcare licensing agency.
- The medication is in its original container.
- The dose and frequency are stated on the label.
- The medication is age-appropriate for the child.
Non-prescription medication (over-the-counter) examples include:
- Antihistamines
- Non-aspirin fever reducers/pain relievers
- Non-narcotic cough suppressants
- Decongestants
- Anti-itching ointments/lotions
- Ointments or topicals intended for use as treatment as opposed to preventive use.
- The use of Bug Spray at the Center is prohibited.
Over-the-Counter Topical Medications includes diaper cream, sunscreen, lip balm for preventative use.
All medication must be handed to a manager or designated opener and legibly labeled with the child’s first and last name.
Topical medication must be applied only if the child has a current year Topical Medication Authorization Form completed.
Every time a new bottle or brand of topical medication is brought in, a new Authorization form must be completed, even if the brand is the same.
Topical medication must be applied only in accordance with applicable law and regulations.
The original form must be kept in the child’s file, on the right-hand side beneath the Enrollment Agreement, and a copy needs to be stored in the.
A copy of the form must also be given to the child’s teacher for verification.
- The details of the form must match the bottle of topical medication to be applied.
- Topical medication cannot be shared among children.
- Aerosol/spray topicals are prohibited.
- Topical medication may not be used if the expiration date on the bottle has passed.
Upon expiration, all unused topical medication must be returned to the parent/guardian.
There must be a complete, fully equipped First Aid Kit and Manual (provided with FF&E) in the Director’s office and in compliance with local regulations. Additionally, applicable locations must also have a fully stocked earthquake kit as indicated by local regulations.
Additionally, each classroom and any vehicles must be equipped with basic first aid supplies in the TLE provided red fanny pack first aid kit in the Lucite bin.
First Aid Kits must be inaccessible to children.
The contents must meet state licensing and/or health department requirements which can be found in your local regulations. In certain states, where required by local regulations, the first aid kit may be replaced with an emergency bag.
Teachers must take the first-aid kit or emergency bag with them any time they leave the room with the children for any length of time, including but not limited to: when utilizing Make Believe Boulevard, the playground, during emergency drills, and during real emergencies.
If a child or employee is not feeling well or exhibits symptoms of an illness, they must be assessed by Center Management.
Center Management and staff cannot make a diagnosis of illness or disease, they may only identify symptoms.
The sick child must always be removed from the classroom and supervised. Center Management should confer with classroom staff to assess the child’s mood, activity level, and overall symptoms. Classroom staff and Center Management should pay particular attention to the symptoms outlined on the Please Keep Me Home If….display.
If a child or employee exhibits any of the following symptoms, the center must send the child or employee home:
- Temperature of 100.4° or higher or as directed by local regulatory agency.
- Vomited two (2) or more times
- Two (2) or more loose bowel movements
- Unidentifiable rash
- Communicable diseases (example: pink eye)
- Labored or troubled breathing
- Combination of symptoms
- Lethargy/Malaise
If Center Management has determined that they are going to send a child home, they must call the parent(s) or guardian and advise them of the specific symptoms.
Center Management must give the parent a pickup time no later than (1) hour from the time the parent was called. Explain to the parents that their child is not feeling well and needs to be picked up as soon as possible.
If a child is in the process of being sent home, they may not return to the classroom; they must remain in the care of Center Management until a parent arrives.
The child’s personal belongings (sheets, blankets, etc.) must be sent home with the child to be sanitized.
If a child is sent home ill, they may not return to the center until they are symptom-free and fever-free for 24 hours or have a doctor’s note indicating they are not contagious and may return.
Once a child is sent home, follow up with the family to see how the child is feeling and if the child was seen by medical professionals, what the diagnosis is.
Staff must follow the same criteria if they are sent home ill.
When a child is being sent home due to illness, the Report of Child Illness must be completed. This is an acknowledgment for the parent indicating the reason the child is being sent home and they may not return to the center until they are symptom-free and fever-free for 24 hours or have a doctor’s note indicating they are not contagious and may return.
It also indicates the time the parent/guardian was notified, the care that was provided in the interim, and the time they picked up the child.
The report must be completed by Center Management and signed by the parent/guardian at pickup.
A copy of the report must be provided to the parent, and the original stored on the right-hand side of the child’s file, beneath the Enrollment Agreement.
The Illness Log, stored in the infirmary, must also be completed any time a child is sent home ill. The log must be updated upon the child’s return.
The illness log tracks children and employees that are sent home and the reasons and is a tool to track commonalities in illnesses.
Staff must follow the same criteria if they are sent home ill.
The infirmary is utilized by an ill child awaiting pick up. The child may never be left unsupervised while in the infirmary.
After the child is picked up, the infirmary and classroom should be thoroughly cleaned and sanitized.
The infirmary may never be utilized for storage.
The MyTLE CORE Report, FC11- Child Medical Report found in the Report section of MyTLE CORE must be displayed in all classrooms, Make Believe Boulevard, the kitchen, and the front desk areas.
When running the report, the filters “Status Active, Medical Type: Allergies & Medical Conditions, and Classroom: All” must be selected.
In all public areas, the report must be displayed inside a cabinet to maintain confidentiality. The exterior of the cabinet must be labeled “Medical List Inside”
If there are no medical conditions or allergies in a Center, the report must still be printed and posted monthly in the aforementioned areas.
Each classroom teacher must highlight their assigned children.
This report must be updated in all areas at least monthly, and whenever new or updated medical and/or allergy information is received.
Any children with special medical needs or allergies that require emergency care and/or medication to be kept at the center must have a completed Individual Health Care Plan (IHCP) on file prior to their start date, without exception.
A child’s start date cannot be confirmed until the IHCP is received and reviewed by Center leadership and the child’s primary caregiver.
Each IHCP must be updated every six months or sooner if needed and thoroughly reviewed by Center leadership and the child’s primary caregiver. Copies of the plan must be kept with emergency medication, on the Medication clipboard and in the child’s file and uploaded into the Child Document’s section of MyTLE CORE.
If a child develops (or is diagnosed with) special medical needs or allergies after enrollment, an IHCP must be completed immediately upon Management notification and the child may not return to care until all forms have been received and thoroughly reviewed and management and staff responsible for supervising the child have been appropriately trained. Any staff that is not trained in the child’s specific medical need or allergy may not be placed in that classroom.
Any required state forms and the following forms constitute the IHCP and must be completed in their entirety by the center where applicable and provided to the parent/guardian for completion:
HIPPA Privacy Policy Authorization for Release of Information
This form, once executed by the parent/guardian, allows the doctor to complete the care plan.
ADA Release Form for Children with Special Needs
This form releases The Learning Experience from liability in the event of an emergency.
ADA Request for Emergency Assistance, Information for Child with Special Needs and Authorization to Follow Emergency Care Instructions
This form is completed by the child’s physician and parent/guardian and provides specific instructions on how to handle the child’s medical needs. It must be stored with the medication, in the child’s classroom, and in the child’s file.
Your field leader must be notified when an IHCP is initiated.
All staff must be properly trained on how to handle special medical needs and allergies.
All medical conditions and allergies, regardless of severity, must be recorded in MyTLE CORE for the child in the medical section and staff must be informed.
Upon each enrollment year and transition to a new classroom, the parent/guardian will indicate if the child has developed a medical condition or allergy on the Personal Care Plan.
It is the parent/guardian’s responsibility to notify Center Management if medical conditions or allergies arise or change throughout the year.
All medical conditions and allergies must be discussed verbally with the parent/guardian and documented.
If a child has a medical conditions or allergy for which specialized training or emergency medication is not needed to be kept at the center, the medical condition and/or allergy must still be recorded in MyTLE CORE for the child in the medical section and staff must be informed.
The kitchen must be always locked, even when a staff member is present. The door may not be left ajar or propped open.
The kitchen must be clean, sanitized, clutter-free and in good repair.
No rags or sponges, including Magic Erasers may be used at any time.
The master Medical Report must be displayed, current, and updated/ replaced at least monthly or anytime a child with a new allergy starts.
Soap and paper towel dispensers must be present and stocked.
The three-compartment sink must have Wash/Rinse/Sanitize signs on respective sinks.
The handwashing sink must have a sign indicating that it is for handwashing only; sinks must be used according to their labels.
Any cooking appliances, other than TLE provided FF&E, must have local fire and health approvals on file.
Microwaves, refrigerator, and freezer must be in proper working condition.
The thermometer located inside the refrigerator must read between 30- 40*F, and freezer must read below 0*F. Temperatures must be logged on the Weekly Temperature Log every week.
Microwaves must be cleaned and sanitized after use.
All cooking utensils and food receptacles must be stored upside down.
All food must be stored in its original, unopened container and dated with the received date. Once the container has been opened, the food must be transferred to a container that can be sealed, such as a Tupperware container or Ziploc bag.
Opened food must also be dated with the opened dates.
Milk must be used by the stamped expiration date or disposed of on the stamped expiration date.
At least one individual at the center must have a current Food Manager’s or ServSafe certification, regardless of state guidelines. The certificate must be displayed in the kitchen.
Food handlers must wear gloves on both hands when handling food.
The food prep sink must have a Food Prep Only sign, available for purchase from All Star Engraving, indicating that is for food prep only.
There may not be any nut products within the center and kitchen; including but not limited to peanut butter, almond milk, cashew milk, coconut milk, candy, etc.
Bleach testing strips must be present and easily accessible in the kitchen. If bleach is not used, written approval from local government agency for alternative sanitizing must be on file and available for review.
When delivering food to classrooms, it must be covered and served at a minimum internal temperature of 140*F.
If the center utilizes a catering service, a copy of the menu must be posted and the insurance certificate, health department license, and most recent health department inspection report must be kept on file.
Only disposable paper and plastic dishes, cups and utensils may be used by children for snack or meals. Reusable dishes may not be used unless required by a state or local regulatory agency.
Commercial grade rice cookers and crock pots are the only additional cooking equipment that should be used in addition to the microwaves in the kitchen. Prior to purchasing them, you should consult with your local health department for approval. For any other cooking or heating equipment, permission from the health and fire departments, in writing, is required, and should be kept on file in the kitchen.
Parents of children celebrating birthdays or special occasions may bring in healthy treats to share with the entire class.All items must be store- bought and in the original sealed package containing the nutrition label.
Parents must provide the lead teacher and Center management at least two (2) days’ notice for any birthday or other celebrations.
All Centers are nut- and powder-free, and all outside treats must comply with TLE’s allergen and choking hazard policies.
Center management must review the ingredient list prior to entering the classroom to ensure that no peanuts are contained in the outside treats and that they are not manufactured in a factory that also manufactures peanut-related products.
No homemade treats are permitted.
Staff must be fully aware of all children with food allergies, restrictions, or preferences in their classroom and should clearly match the medical list.
The Learning Experience will not approve any menus that contain common allergens such as nuts (or nut products) or eggs. Additionally, menus will not be approved that contain any foods commonly associated with choking hazards, including hot dogs, grapes, cherry tomatoes, popcorn, raw vegetables or hard candy.
If the center provides snacks and/or lunch, an alternative must be available for children with allergies or food restrictions.
As our centers are nut free facilities, no products made from tree or ground nuts may be served. This includes, but is not limited to, almond or cashew milk, peanut butter, coconut, or peanut oil. Always check the product labels to confirm no nuts were used.
If a cook delivers food to the classroom, he or she must advise staff of any children with allergies in the classroom and what alternative is being provided.
Children on special diets must have snacks and meals prepared and sent from home. They may not be served any center food and may only be served “special occasion food” if provided by the parent. This may include children who cannot eat certain foods due to cultural or religious practices, or children who have severe allergies that alter their full diets.
Any child on a special diet must have a copy of a physician’s diet order and an Alternate Nutrition Agreement signed by the parent/guardian on file at the center.
Children with food restrictions or preferences must be listed on the center’s Medical List posted in the kitchen and in their classroom.
Dietary preferences should be recorded in MyTLE CORE as a dietary preference and not an allergy or medical condition.
The Learning Experience® has developed menus recommended for use in our centers. The Learning Experience® recognizes that centers may prefer to use their current menu or a menu more fitting to the demographics of the area.
Nutritional content of menus may vary according to state or local requirements. It is the center’s responsibility to collaborate with their Field Leader to ensure the state or local requirements are met.
If parents/guardians provide snacks and/or lunch from home, it is the center’s responsibility to ensure that it does not include choking hazards, nuts, or processed in a factory containing nuts.
Snacks and meals provided by parents/guardians must be kept in the child’s lunch box and should be nonperishable.
Centers are not to serve any choking hazards, including but not limited to lollipops, gum, hard candy, marshmallows, grapes, blueberries, or chocolate to children of any age at any time under any circumstances.
Any deviation from The Learning Experience® provided menu must be approved in writing by the Regional Vice President (RVP) prior to utilizing the menu.
To obtain the RVP’s approval, the center must first obtain an approval letter from a registered dietician or registered nutritionist that contains the individual’s first and last name, title, license number, and verbiage that he or she is officially approving the menu. The letter as well as the menu must be sent to the RVP.
The center’s menu and any substitutions must be posted on The Learning Experience® fillable menu with the current week clearly designated on the bulletin board outside of the kitchen.
A copy of the menu and any substitutions with the current week clearly designated must also be posted inside the kitchen.
Mealtimes for children twelve months and older will follow this schedule:
Morning Snack- 9:00 a.m. – 9:30 a.m.
Lunch- 11:30 a.m.- 12:00 p.m.
Afternoon Snack- 2:30 p.m. - 3:00 p.m.
In the event Breakfast is required to be served, Breakfast will be served before 8:00 a.m. (if applicable)
In the event an Evening Snack is required to be served, the Evening Snack will be served between 5:30 p.m. – 6:00 p.m. (if applicable)
Infants are fed according to their own schedule. Parents/guardians must complete an Infant Feeding Schedule and verify it monthly, by re-signing the form if there are no changes, or updating and re-signing the form if there are changes.
All centers are required to provide a minimum of two snacks daily for the first six months they are in operation. Following that, the center must provide a minimum of two snacks as well as lunch daily. Centers may also choose to provide lunch from day one of operations if they can afford to do so or the state requires a lunch to be served.
If a center does not provide lunch during their initial six months, Parents/guardians will be responsible for providing a nutritious lunch.
The center must have a nutritious lunch option available to meet all allergy or dietary restrictions or preferences in the event a child does not have snacks or lunch for the day.
Centers may never charge additional fees for lunch or snacks.
The kitchen must be always locked, even when a staff member is present. The door may not be left ajar or propped open.
The kitchen must be clean, sanitized, clutter-free and in good repair.
No rags or sponges, including Magic Erasers may be used at any time.
The master Medical Report must be displayed, current, and updated/ replaced at least monthly or anytime a child with a new allergy starts.
Soap and paper towel dispensers must be present and stocked.
The three-compartment sink must have Wash/Rinse/Sanitize signs on respective sinks.
The handwashing sink must have a sign indicating that it is for handwashing only; sinks must be used according to their labels.
Any cooking appliances, other than TLE provided FF&E, must have local fire and health approvals on file.
Microwaves, refrigerator, and freezer must be in proper working condition.
The thermometer located inside the refrigerator must read between 30- 40*F, and freezer must read below 0*F. Temperatures must be logged on the Weekly Temperature Log every week.
Microwaves must be cleaned and sanitized after use.
All cooking utensils and food receptacles must be stored upside down.
All food must be stored in its original, unopened container and dated with the received date. Once the container has been opened, the food must be transferred to a container that can be sealed, such as a Tupperware container or Ziploc bag.
Opened food must also be dated with the opened dates.
Milk must be used by the stamped expiration date or disposed of on the stamped expiration date.
At least one individual at the center must have a current Food Manager’s or ServSafe certification, regardless of state guidelines. The certificate must be displayed in the kitchen.
Food handlers must wear gloves on both hands when handling food.
The food prep sink must have a Food Prep Only sign, available for purchase from All Star Engraving, indicating that is for food prep only.
There may not be any nut products within the center and kitchen; including but not limited to peanut butter, almond milk, cashew milk, coconut milk, candy, etc.
Bleach testing strips must be present and easily accessible in the kitchen. If bleach is not used, written approval from local government agency for alternative sanitizing must be on file and available for review.
When delivering food to classrooms, it must be covered and served at a minimum internal temperature of 140*F.
If the center utilizes a catering service, a copy of the menu must be posted and the insurance certificate, health department license, and most recent health department inspection report must be kept on file.
Only disposable paper and plastic dishes, cups and utensils may be used by children for snack or meals. Reusable dishes may not be used unless required by a state or local regulatory agency.
Commercial grade rice cookers and crock pots are the only additional cooking equipment that should be used in addition to the microwaves in the kitchen. Prior to purchasing them, you should consult with your local health department for approval. For any other cooking or heating equipment, permission from the health and fire departments, in writing, is required, and should be kept on file in the kitchen.
Parents of children celebrating birthdays or special occasions may bring in healthy treats to share with the entire class.All items must be store- bought and in the original sealed package containing the nutrition label.
Parents must provide the lead teacher and Center management at least two (2) days’ notice for any birthday or other celebrations.
All Centers are nut- and powder-free, and all outside treats must comply with TLE’s allergen and choking hazard policies.
Center management must review the ingredient list prior to entering the classroom to ensure that no peanuts are contained in the outside treats and that they are not manufactured in a factory that also manufactures peanut-related products.
No homemade treats are permitted.
Staff must be fully aware of all children with food allergies, restrictions, or preferences in their classroom and should clearly match the medical list.
The Learning Experience will not approve any menus that contain common allergens such as nuts (or nut products) or eggs. Additionally, menus will not be approved that contain any foods commonly associated with choking hazards, including hot dogs, grapes, cherry tomatoes, popcorn, raw vegetables or hard candy.
If the center provides snacks and/or lunch, an alternative must be available for children with allergies or food restrictions.
As our centers are nut free facilities, no products made from tree or ground nuts may be served. This includes, but is not limited to, almond or cashew milk, peanut butter, coconut, or peanut oil. Always check the product labels to confirm no nuts were used.
If a cook delivers food to the classroom, he or she must advise staff of any children with allergies in the classroom and what alternative is being provided.
Children on special diets must have snacks and meals prepared and sent from home. They may not be served any center food and may only be served “special occasion food” if provided by the parent. This may include children who cannot eat certain foods due to cultural or religious practices, or children who have severe allergies that alter their full diets.
Any child on a special diet must have a copy of a physician’s diet order and an Alternate Nutrition Agreement signed by the parent/guardian on file at the center.
Children with food restrictions or preferences must be listed on the center’s Medical List posted in the kitchen and in their classroom.
Dietary preferences should be recorded in MyTLE CORE as a dietary preference and not an allergy or medical condition.
The Learning Experience® has developed menus recommended for use in our centers. The Learning Experience® recognizes that centers may prefer to use their current menu or a menu more fitting to the demographics of the area.
Nutritional content of menus may vary according to state or local requirements. It is the center’s responsibility to collaborate with their Field Leader to ensure the state or local requirements are met.
If parents/guardians provide snacks and/or lunch from home, it is the center’s responsibility to ensure that it does not include choking hazards, nuts, or processed in a factory containing nuts.
Snacks and meals provided by parents/guardians must be kept in the child’s lunch box and should be nonperishable.
Centers are not to serve any choking hazards, including but not limited to lollipops, gum, hard candy, marshmallows, grapes, blueberries, or chocolate to children of any age at any time under any circumstances.
Any deviation from The Learning Experience® provided menu must be approved in writing by the Regional Vice President (RVP) prior to utilizing the menu.
To obtain the RVP’s approval, the center must first obtain an approval letter from a registered dietician or registered nutritionist that contains the individual’s first and last name, title, license number, and verbiage that he or she is officially approving the menu. The letter as well as the menu must be sent to the RVP.
The center’s menu and any substitutions must be posted on The Learning Experience® fillable menu with the current week clearly designated on the bulletin board outside of the kitchen.
A copy of the menu and any substitutions with the current week clearly designated must also be posted inside the kitchen.
Mealtimes for children twelve months and older will follow this schedule:
Morning Snack- 9:00 a.m. – 9:30 a.m.
Lunch- 11:30 a.m.- 12:00 p.m.
Afternoon Snack- 2:30 p.m. - 3:00 p.m.
In the event Breakfast is required to be served, Breakfast will be served before 8:00 a.m. (if applicable)
In the event an Evening Snack is required to be served, the Evening Snack will be served between 5:30 p.m. – 6:00 p.m. (if applicable)
Infants are fed according to their own schedule. Parents/guardians must complete an Infant Feeding Schedule and verify it monthly, by re-signing the form if there are no changes, or updating and re-signing the form if there are changes.
All centers are required to provide a minimum of two snacks daily for the first six months they are in operation. Following that, the center must provide a minimum of two snacks as well as lunch daily. Centers may also choose to provide lunch from day one of operations if they can afford to do so or the state requires a lunch to be served.
If a center does not provide lunch during their initial six months, Parents/guardians will be responsible for providing a nutritious lunch.
The center must have a nutritious lunch option available to meet all allergy or dietary restrictions or preferences in the event a child does not have snacks or lunch for the day.
Centers may never charge additional fees for lunch or snacks.
Staff must immediately notify Center Management any time an accident or incident occurs.
An injured child is always the priority.
Center Management must inspect the child’s injury themselves to ensure proper care has been provided and should not hesitate to contact emergency personnel if needed.
Once an injured child has been assessed, first aid has been administered as necessary, and the determination of whether to contact emergency personnel has been made, the child’s parent or legal guardian must immediately be notified.
After the parent/legal guardian has been notified, Center management must immediately notify the Center’s field leader if it is a head or neck injury or requires any form of third-party medical attention.
If emergency personnel need to enter a classroom, any other children must immediately be removed from the classroom.
If emergency personnel transport a child from the Center, Center management must ensure that a staff member accompanies the child or follows the transport.
The appointed staff member must bring the child’s file.
The appointed staff member must remain with the child until a parent or legal guardian arrives at the hospital or other facility.
For any injury that requires more than basic first aid, Center Management should provide the parent/legal guardian with a copy of the supplemental student accident insurance form and contact the Center’s insurance company or agency as soon as possible.
Accident/Incident Reporting:
An Accident/Incident Report and Body Map must be completed any time an accident or incident involving a child occurs at the Center. This includes any injury (no matter how minor), any objectionable behavior (including, but not limited to, biting, hitting, or scratching), or any unexplained mark or bruise on a child’s body.
The Accident/Incident Report and Body Map must be filled out COMPLETELY as close in time to the accident or incident as possible. The Body Map must indicate where on the child there is an injury, mark, or bruise, if applicable. If there is not a mark or injury to the child, the Not Applicable box must be checked off on the Body Map.
Photographs of injuries are not permitted. Parents/guardians may come to the center to inspect an injury of concern if they feel the need to do so.
After the parent or legal guardian (or, if necessary, emergency contact) has been notified, the following information must be added to the Accident/Incident Report:
- The identity of the person notified (always attempt to notify parent(s) or legal guardians first; emergency contacts should only be notified as a last resort).
- The method used to notify that individual (by phone or in person)
- Note any comments or questions from the person notified
- Obtain signature of parent/legal guardian during pick up.
- Photocopy the report and provide it to the parent/legal guardian if requested.
When completing an Accident/Incident Report form, these guidelines must be followed:
- Use appropriate and neutral language. Do not embellish or exaggerate – if a child has bumped his/her head, writing that the child has “banged” or “whacked” his/her head will only unnecessarily upset the parent.
- Provide a full and complete account of all events leading up to and surrounding the accident or incident. Details and context are important, even if they do not seem significant at the time.
Example: While playing with classmates, Timmy lost his balance, causing him to fall and bump his head on the bookshelf. This left a small (nickel-sized) red bump on the right side of his forehead.
- Provide a full and complete report of all actions taken by Center staff and/or management.
- Example: I washed the area with soap and water and applied a cold compress for three minutes.
- If the description of the accident/incident is longer than the space provided, a Confidential Incident Statement must be used to complete the explanation. Writing in the margins, above/below the lines, on the back of the paper, or scratch outs are strictly prohibited.
- All staff members that witness the accident or incident must sign the report.
- A separate handwritten witness statement may be required. Handwritten witness statements must be dated with their printed name and signature. The field leader will advise if witness statements are needed.
- A member of Center Management must sign the final Accident/Incident Report.
- When an accident or incident involves more than one child, separate Accident/Incident Reports must be completed for each child involved.
- In accordance with strict confidentiality rules, each report must maintain the anonymity of the other child involved in the accident or incident. Avoid the use of he/she pronouns and the use of the word “friend.”
- For example, if Child A bites Child B, the Accident/Incident Report should state that Child B took a truck away from his classmate, and his classmate bit him on the top of his left wrist, leaving a small pink welt.
- Conversely, Child A’s Accident/Incident Report should state that Child A was playing with a truck when one of his classmates took it from him, and then Child A bit the other child.
- After the Accident/Incident Report has been signed by all parties, it must be logged into MyTLE CORE in the child’s file under Accident/Incident Recording.
- The original, signed report must be filed immediately in the child’s file, on the right-hand side beneath the rate sheet.
- Any accident/incident where developmentally inappropriate or disruptive behaviors are exhibited or witnesses must also be documented utilizing the Internal Observation Form.
Emergency Contact Information
- Child and staff emergency contact information must be stored in MyTLE CORE, in the child’s file and in the Emergency Binder.
- The Emergency Binder must contain the Emergency Contact Report from MyTLE CORE.
- The Emergency contact form should remain in the child’s file.
- State emergency forms may be substituted for the Emergency Contact Report if the same information is present, and the state form is in both the child’s file and the Emergency Binder.
The Center shall not permit a child or staff member with an excludable communicable disease (diseases/illnesses that require a child or staff to be excluded from care) to be admitted to or remain at the Center until the following requirements are satisfied:
- A note from the child's or staff member's health care provider is received stating the child or staff member presents no risk to others.
- The center has contacted the Communicable Disease Program in the state Department of Health, or the local health department pediatric health consultant, and is told the child or staff member poses no health risk to others.
- If the child or staff member has chicken pox, the Center must obtain a note from the parent or staff member stating either that at least six days have elapsed since the onset of the rash, or that all sores have dried and crusted.
If it is reported by the parent/guardian that the child has a contagious illness, an Illness Letter must be distributed to each family in the classroom(s) the child has had contact within a timely manner.
Illness Letter templates are available on TLE Station. Each family in the child’s classroom should receive a copy of the letter.
Additionally, one copy must be displayed near the classroom door and one posted by the sign-in computer.
All active (currently enrolled and attending) children must be current with local governmental immunization requirements and have current, valid documentation of these immunizations on file. Exemptions are only permitted as indicated by the local governmental agency.
Children may not attend The Learning Experience without this documentation on file. This documentation must be reviewed by center management prior to the child actively attending the center.
The local licensing agency provides the specific requirements regarding immunizations and documentation as well as the frequency of physical requirements and any required consultants and resources.
All active children must have a current physical examination record on file, within previous 24 months or less, or as required by local regulatory agency.
As children receive new vaccinations, parents/guardians must provide the Center with copies of all required documentation. Immunization records and physical dates must be logged in MyTLE CORE in the Immunization section.
To easily audit outstanding physicals or immunizations, utilize MyTLE CORE Reports FC14: Physical History & FC17: Immunization Summary.
Emergency Medication must always be kept in the child’s classroom first aid kit with the IHCP and travels with the child.
In accordance with state rules and regulations, there should be a backup of the emergency medication available in the center manager’s office.
Rectal medications will only be administered in the event of an emergency.
The staff will be trained on proper administration of the medication by the parents and/or outside personnel hired by the parents.
When a parent or legal guardian informs center management that his/her child may need rectal medication, pursuant to the IHCP and where allowable by law, the following procedures will be followed:
A member of the center administration will call 911 and remain on the line while the medication is administered to ensure the child reacts appropriately. The parents/legal guardians will be contacted next and request they either come to the center or meet the child at the hospital.
Dispatch EMTs to the center to check out or transport the child, as appropriate.
When EMTs arrive, yield the scene to them.
If a parent cannot arrive prior to the emergency transportation, a member of the management team will accompany the child to the hospital.
The child’s file must accompany the child to the hospital if a member of the management team is accompanying the child to the hospital.
The Show N Tell Classroom app will prompt each teacher to acknowledge child medical conditions and allergies upon check in.
The reminders do not replace standard communications or displayed medical reports and are intended to serve as an additional resource.
Medication may not be dispensed without a completed Authorization for Medication Form on file. If applicable, state medication forms should be used in place of the TLE form.
Once an Authorization for Medication Form is complete, the original must be stored in the in the child’s file on the right-hand side, beneath the Enrollment Agreement and a copy of the form must be stored in the Medication Binder.
This form must be signed by the parent/guardian. This form is only valid for one (1) week; if the course of medication is longer, a new form must be signed after each week.
All dates and times that the medication is to be administered must be clearly indicated on the Authorization for Medication Form.
Completed forms for prescription medication are maintained in the Center office; completed forms for non-prescription over-the-counter medication are maintained on the medication clipboard in the child’s classroom.
All centers must have the 5 Rights of Medication displayed in the office near where medication is stored.
All medication must be provided to the Center in its original container and to a member of Center Leadership.
If the instructions on the original container conflict with the parent/guardian’s instructions, the parent/guardian must provide a doctor’s note to explain the discrepancy.
Medication may not be indicated as “as needed.”
Prescription medications must be labeled with the following information:
- Child’s name (first, last, and middle initial if needed)
- Medication name
- Dosage amount
- Frequency of dosage
- Length of time (e.g., days to be given)
- **A doctor’s note may be required**
All medication must be handed to a manager or designated opener and legibly labeled with the child’s first and last name.
All medications must be stored in a designated location inaccessible to children. Medications are considered toxic substances that cannot be left within the reach of children.
Medications must be placed immediately upon receipt in the designated location in the morning and kept there until it needs to be utilized and placed back in the locked box until the parents pick up the child.
Medications may not be removed or put into children’s bags or cubbies in anticipation of the parent’s arrival.
Children’s medication must be sent home daily.
Medication that requires refrigeration must be stored in a kitchen refrigerator.
Medication may only be administered by center management and must only be administered to children in accordance with applicable laws and regulations.
If medication appears difficult to administer due to a child’s emotional or physical condition or due to difficulty in administration, the parents will be required to dispense the medication themselves.
Center management, using the Medication Board in the office, shall be responsible for ensuring that all medication is given in a timely fashion.
The Medication Board must list the child’s first name, medicine, and dosage times.
Each time the medication is administered, the Authorization for Medication Form must be signed by the center manager administering the medication and by a witness.
At the end of each week, the original form must be placed in the child’s file and a copy placed in the corresponding month’s tab in the medication binder.
Non-Prescription Medication
- Non-prescription medication will only be administered at 12:00 p.m. and 4:00 p.m. daily unless the Center is in receipt of a doctor’s note directing otherwise.
- The Center may only give a child a non-prescription medication when:
- It is permitted by the local childcare licensing agency.
- The medication is in its original container.
- The dose and frequency are stated on the label.
- The medication is age-appropriate for the child.
Non-prescription medication (over-the-counter) examples include:
- Antihistamines
- Non-aspirin fever reducers/pain relievers
- Non-narcotic cough suppressants
- Decongestants
- Anti-itching ointments/lotions
- Ointments or topicals intended for use as treatment as opposed to preventive use.
- The use of Bug Spray at the Center is prohibited.
Over-the-Counter Topical Medications includes diaper cream, sunscreen, lip balm for preventative use.
All medication must be handed to a manager or designated opener and legibly labeled with the child’s first and last name.
Topical medication must be applied only if the child has a current year Topical Medication Authorization Form completed.
Every time a new bottle or brand of topical medication is brought in, a new Authorization form must be completed, even if the brand is the same.
Topical medication must be applied only in accordance with applicable law and regulations.
The original form must be kept in the child’s file, on the right-hand side beneath the Enrollment Agreement, and a copy needs to be stored in the.
A copy of the form must also be given to the child’s teacher for verification.
- The details of the form must match the bottle of topical medication to be applied.
- Topical medication cannot be shared among children.
- Aerosol/spray topicals are prohibited.
- Topical medication may not be used if the expiration date on the bottle has passed.
Upon expiration, all unused topical medication must be returned to the parent/guardian.
There must be a complete, fully equipped First Aid Kit and Manual (provided with FF&E) in the Director’s office and in compliance with local regulations. Additionally, applicable locations must also have a fully stocked earthquake kit as indicated by local regulations.
Additionally, each classroom and any vehicles must be equipped with basic first aid supplies in the TLE provided red fanny pack first aid kit in the Lucite bin.
First Aid Kits must be inaccessible to children.
The contents must meet state licensing and/or health department requirements which can be found in your local regulations. In certain states, where required by local regulations, the first aid kit may be replaced with an emergency bag.
Teachers must take the first-aid kit or emergency bag with them any time they leave the room with the children for any length of time, including but not limited to: when utilizing Make Believe Boulevard, the playground, during emergency drills, and during real emergencies.
If a child or employee is not feeling well or exhibits symptoms of an illness, they must be assessed by Center Management.
Center Management and staff cannot make a diagnosis of illness or disease, they may only identify symptoms.
The sick child must always be removed from the classroom and supervised. Center Management should confer with classroom staff to assess the child’s mood, activity level, and overall symptoms. Classroom staff and Center Management should pay particular attention to the symptoms outlined on the Please Keep Me Home If….display.
If a child or employee exhibits any of the following symptoms, the center must send the child or employee home:
- Temperature of 100.4° or higher or as directed by local regulatory agency.
- Vomited two (2) or more times
- Two (2) or more loose bowel movements
- Unidentifiable rash
- Communicable diseases (example: pink eye)
- Labored or troubled breathing
- Combination of symptoms
- Lethargy/Malaise
If Center Management has determined that they are going to send a child home, they must call the parent(s) or guardian and advise them of the specific symptoms.
Center Management must give the parent a pickup time no later than (1) hour from the time the parent was called. Explain to the parents that their child is not feeling well and needs to be picked up as soon as possible.
If a child is in the process of being sent home, they may not return to the classroom; they must remain in the care of Center Management until a parent arrives.
The child’s personal belongings (sheets, blankets, etc.) must be sent home with the child to be sanitized.
If a child is sent home ill, they may not return to the center until they are symptom-free and fever-free for 24 hours or have a doctor’s note indicating they are not contagious and may return.
Once a child is sent home, follow up with the family to see how the child is feeling and if the child was seen by medical professionals, what the diagnosis is.
Staff must follow the same criteria if they are sent home ill.
When a child is being sent home due to illness, the Report of Child Illness must be completed. This is an acknowledgment for the parent indicating the reason the child is being sent home and they may not return to the center until they are symptom-free and fever-free for 24 hours or have a doctor’s note indicating they are not contagious and may return.
It also indicates the time the parent/guardian was notified, the care that was provided in the interim, and the time they picked up the child.
The report must be completed by Center Management and signed by the parent/guardian at pickup.
A copy of the report must be provided to the parent, and the original stored on the right-hand side of the child’s file, beneath the Enrollment Agreement.
The Illness Log, stored in the infirmary, must also be completed any time a child is sent home ill. The log must be updated upon the child’s return.
The illness log tracks children and employees that are sent home and the reasons and is a tool to track commonalities in illnesses.
Staff must follow the same criteria if they are sent home ill.
The infirmary is utilized by an ill child awaiting pick up. The child may never be left unsupervised while in the infirmary.
After the child is picked up, the infirmary and classroom should be thoroughly cleaned and sanitized.
The infirmary may never be utilized for storage.
The MyTLE CORE Report, FC11- Child Medical Report found in the Report section of MyTLE CORE must be displayed in all classrooms, Make Believe Boulevard, the kitchen, and the front desk areas.
When running the report, the filters “Status Active, Medical Type: Allergies & Medical Conditions, and Classroom: All” must be selected.
In all public areas, the report must be displayed inside a cabinet to maintain confidentiality. The exterior of the cabinet must be labeled “Medical List Inside”
If there are no medical conditions or allergies in a Center, the report must still be printed and posted monthly in the aforementioned areas.
Each classroom teacher must highlight their assigned children.
This report must be updated in all areas at least monthly, and whenever new or updated medical and/or allergy information is received.
Any children with special medical needs or allergies that require emergency care and/or medication to be kept at the center must have a completed Individual Health Care Plan (IHCP) on file prior to their start date, without exception.
A child’s start date cannot be confirmed until the IHCP is received and reviewed by Center leadership and the child’s primary caregiver.
Each IHCP must be updated every six months or sooner if needed and thoroughly reviewed by Center leadership and the child’s primary caregiver. Copies of the plan must be kept with emergency medication, on the Medication clipboard and in the child’s file and uploaded into the Child Document’s section of MyTLE CORE.
If a child develops (or is diagnosed with) special medical needs or allergies after enrollment, an IHCP must be completed immediately upon Management notification and the child may not return to care until all forms have been received and thoroughly reviewed and management and staff responsible for supervising the child have been appropriately trained. Any staff that is not trained in the child’s specific medical need or allergy may not be placed in that classroom.
Any required state forms and the following forms constitute the IHCP and must be completed in their entirety by the center where applicable and provided to the parent/guardian for completion:
HIPPA Privacy Policy Authorization for Release of Information
This form, once executed by the parent/guardian, allows the doctor to complete the care plan.
ADA Release Form for Children with Special Needs
This form releases The Learning Experience from liability in the event of an emergency.
ADA Request for Emergency Assistance, Information for Child with Special Needs and Authorization to Follow Emergency Care Instructions
This form is completed by the child’s physician and parent/guardian and provides specific instructions on how to handle the child’s medical needs. It must be stored with the medication, in the child’s classroom, and in the child’s file.
Your field leader must be notified when an IHCP is initiated.
All staff must be properly trained on how to handle special medical needs and allergies.
All medical conditions and allergies, regardless of severity, must be recorded in MyTLE CORE for the child in the medical section and staff must be informed.
Upon each enrollment year and transition to a new classroom, the parent/guardian will indicate if the child has developed a medical condition or allergy on the Personal Care Plan.
It is the parent/guardian’s responsibility to notify Center Management if medical conditions or allergies arise or change throughout the year.
All medical conditions and allergies must be discussed verbally with the parent/guardian and documented.
If a child has a medical conditions or allergy for which specialized training or emergency medication is not needed to be kept at the center, the medical condition and/or allergy must still be recorded in MyTLE CORE for the child in the medical section and staff must be informed.