All contracts begin as a two week trial. At the end of the trial the parents/guardians or Dr. Ramer may choose to discontinue care or continue the contract in full. In the case of continuance, the contract automatically renews every month on the first.
Children must be up to date on all immunizations. Exceptions due to medical conditions or religious reasons will require proper documentation.
Parents/legal guardians of infants agree to supply the provider with sufficient diapers, wipes, and formula or breastmilk to last the week in addition to the desired infant food when solids are introduced.
Parents/legal guardians agree to supply Dr. Ramer with at least two changes of clothing to keep on hand for the child regardless of age. For children over the age of 2, we request that a blanket and pillow or comfort item to be used during nap time also be provided. Additionally, parents/guardians of toddlers who are not fully toilet trained should continue to provide appropriate diapers and wipes until the skill is mastered.
Dr. Ramer will provide breakfast, morning snacks, and lunch every day. Children remaining in care after 3:00PM will also receive an afternoon snack.
The parent/guardian agrees to allow Dr. Ramer and staff to transport their child for walks within the facility’s immediate neighborhood and by vehicle in an emergency. Any other forms of transport (ex: field trip) will require a signed permission slip from the parent/guardian.
Dr. Ramer does not to have children participate in any water activities (swimming, etc.) at any time except for sprinklers in the summertime. The pool on the facility premises will remain fenced in, locked, and always fitted with an alarm to render the area inaccessible to others.
Occasionally volunteers may be present in the facility. Parents/guardians will be informed of a volunteer’s presence as soon as possible.
In order to enroll with our facility, a parent/guardian must complete an in-person tour and interview with Dr. Ramer. The child in question must be present as well. If the parent is in favor of moving forward, they will be given the choice of completing enrollment electronically or on paper. Paper copies of all forms and contracts will be provided upon request, otherwise all enrollment documents will be emailed to the parent. The parent contract may be filled out and signed through the Jotform link provided to them, but other forms such as the health inventory and emergency contact sheet MUST be printed and returned to Dr. Ramer by the time the child is to begin care.
In order to secure a child’s spot within the program, the contract must be signed and a 50% deposit submitted. Scholarship recipients are not subject to the deposit rule but must submit their scholarship request within 48 hours for the spot to be reserved. Deposits will be applied to the first week of care, and the remaining balance is due the Friday before care is to begin along with all other documentation and forms.
Invoices will be shared electronically for all financial transactions.
In order to keep all children safe within the facility, two providers are guaranteed to be present while more than two infants are in attendance. Even if infants are not present, a second provider will be present for most hours. This allows for extra supervision during all activities including outdoor play.
Please note that at no time is any child or adult permitted to enter the house above the foyer area, the laundry room, the garage, and sheds on site, nor the fenced in pool area. The pool remains covered with sensor alarms and combination locks on the self-closing self-latching door. The remainder of the fenced in backyard should only be used as a walkthrough.
Additional measures have been put in to place to ensure child safety during our operating hours:
· All napping children will be checked on every 15 minutes.
· All cabinets containing cleaning products or other hazardous materials are secured using child proof locks.
· Doors leading to off limits areas have child proof handles.
· Barriers are placed around the outdoor play area to keep the children safely away from the street.
· Signs are posted by the street to alert drivers to the presence of children at play.
· Signs are posted on the backyard fence to alert parents when Dr. Ramer’s dogs are out in the fenced in backyard and to direct them to call for them to be escorted back in.
· Emergency escape routes and numbers are posted in numerous places within the daycare facility and the emergency meeting spot is clearly marked outside with a neon orange safety cone.
· Disaster drills are conducted monthly.
· Recording cameras are located within the activities room, infant nap room, and the outside play area. For more information on them, please see our recording policy.
Children will be excluded (not permitted to be dropped off or will requested to be picked up) from care if they exhibit any of the following symptoms:
· Fever
· Seizure
· Vomiting
· Severe pain
· Persistent diarrhea
· Unidentifiable rash
Children who have serious transmissible or communicable diseases will also be excluded from care during the period of exclusion set up by the health department and state office of childcare. Documents listing this information can be found under the medical tab.
Medications, whether prescription or over-the-counter, will not be administered without written parent/guardian approval as well as health practitioner permission on a medical authorization form (attached in contract). Please note that the only staff member (for the time being) permitted by the state to administer medications is Dr. Ramer.
All staff members may apply basic preventative treatments- sunscreen, diaper ointment, and insect repellants, but there still must be written parental permission (form attached in contract).
Payment will be due weekly on every Friday to cover care for the following week. In the event of late payment, accounts must be up to date by 6:30AM the following Monday otherwise care will be suspended and the child cannot be dropped off.
Any damages caused by children to the facility grounds and all property and items that are not due to normal wear and tear or provider negligence must be taken care of by the parent/guardian within 30 days of receiving an invoice.
Payment is still due on dates of closure due to extreme weather as well as for the holidays listed in the attendance policy.
Only verified parents/guardians and other adults (individuals aged 18 or older) who are listed on the emergency sheet (attached) will be permitted to pick up a child from the facility. Upon drop off and pick-up adults will be required to sign in and any non-parents/guardians must show a photo ID. In the event of an emergency, the parent/guardian may be contacted for confirmation before the child is released into someone else’s care.
Our facility’s discipline policy focuses on helping children want and learn to self-regulate. As such we focus on the following techniques:
(During times of upset/anger/crisis) Utilizing coping methods like squared breathing and 54321
o What does this look like? – If a verbal child is exhibiting signs of distress like crying or screaming the provider will attempt to redirect their focus by asking “What are 5 things you can see? 4 things you can touch? 3 things you can hear? 2 things you can smell? 1 thing you can taste?”
(During Daily Routine) Reinforcing positive behavior
o What does this look like? – When a child complies with a request made by a provider, especially if it is to negate a negative behavior, the child will be verbally praised and might receive applause or a high five in acknowledgment. Children may also receive a star on their prize chart: 10 stars = prize from the treasure chest.
(During Daily Routine) Use of Clear Rules/Expectations
o What does this look like? – Visual rule/expectation posters will be displayed at eye level in various parts of the classroom. Posters will contain the written rule using simple vocabulary (Ex: listen with ears, hands to self, etc.) as well as a picture. Posters contain a maximum of 5 rules (the most referenced ones) and ALL providers will point to the picture and read the rule aloud when asking a child to comply.
(During Daily Routine) Early intervention
o What does this look like? – Through observation, the providers may notice negative behavior quite readily. For example, if a toddler yanks a toy out of another child’s hands, even if the other child appears unbothered by the action, the provider will address the action with the toddler immediately using constructive speech (acknowledging why the toddler performed the action, but explaining why it is not okay and how to achieve a better result next time). In the event of continued occurrences, providers will document each incident and speak with parents about setting up meeting with behavioral coach/specialist.
(During Daily Routine) Modeling appropriate actions and voices
o What does this look like? – Both providers that are present can role play various scenarios during pretend play. Additionally, the providers will avoid harsh language and loud voices.
(For injury of others or serious inappropriate behavior) Age dependent time out sessions
o What does this look like? – For every year old a child is, that is how many minutes they may be asked to sit away from the other children without distraction. For example, a four-year-old would sit out for four minutes. Children under the age of 2 and those with no time-out experience may need a provider to supervise them until they understand the concept. Infants under 18 months should not be given time out.
(During Daily Routine) Behavior charts
o What does this look like? – The behavior poster will have a row for each child enrolled and each time a child engages in a positive behavior, they will receive a sticker. When a child deliberately and repeatedly behaves unacceptably, they may lose a sticker. On any given day, if a child has 10 or more stickers, they may choose a small reward from the treasure chest. Infants who are unable to make choices will have choices made by a parent/guardian.
(During Daily Routine, especially during times of crisis) Positive choice opportunities/Redirection
o What does this look like? - Whenever possible, choices will be given to children to encourage independent thinking, confidence, and happiness. For example, they can choose their own toys for outdoor play and free play, take turns choosing books for story time, and select from a few options for snacks and meal times. In the event that a child is behaving negatively, the providers will also make an effort to change their focus to selecting one of two new offered activities (Example: the red cozy car is already being used by another child during outdoor play, so the provider might invite one child to draw with them using the sidewalk chalk or to blow bubbles while waiting for a turn). In the event that new choices does not benefit the child, provider will assist the child with visiting the “Cozy Corner”.
(During times of upset/anger/crisis) Visiting the “Cozy Corner”
o What does this look like? – If any child is exhibiting signs of distress like crying or screaming the provider will attempt to calm them by directing them to the designated relaxation space in the classroom. Here there is a comfy chair and blanket, visual aids for expressing feelings, pictorials for deep breathing, and access to calming music and sensory toys.
It is never the intent of the provider or any staff member to cause emotional or physical harm and therefore techniques such as threat making, food withholding, humiliation, or infliction of pain will not be used or tolerated.
The following pets reside at the facility address:
· Captain- large breed male canine (brown)
· Raven- small breed female canine (black)
· Nala- shorthaired female feline (tan)
Children will not have access to the pets on a regular basis and any exceptions will be relayed to parents/guardians in a timely manner.
No other pets will be added the property without proper notification to all parents/guardians
This facility follows the Charles County public schools decisions for emergency closures. As such, if the school system closes due to extreme weather, our facility will remain closed as well and payment will still be due.
This facility observes the following holiday closures according to the Charles County School system and as such will remain closed and payment will still be due when the dates occur during regularly scheduled care:
The fourth of July
Thanksgiving day as well as the Wednesday before and the Friday after
December 23rd to January 1st
Thursday and Friday prior to Easter Sunday and the Monday after
There will be 10 unpaid days of floating holiday leave for the facility which may be taken together or spread out across the calendar year. The parent/guardian is NOT responsible for payment during this type of leave and notice of dates to be used MUST be provided to parents/guardians at least one month in advance.
In the event of provider illness, every effort to supply an approved substitute will be taken so that care continues uninterrupted. If a substitute cannot be located, the facility will remain closed and parents/guardians will NOT be responsible for payment of those days. All parents/guardians will be notified by 6PM on the night prior to closure except in the case of an absolute emergency.
In the event that a child will be absent from the facility due to illness or holiday on the parent/guardian’s part, payment will still be due. The parent/guardian will notify the provider by 5AM the day of if the child will be absent.
Children cannot be dropped off prior to 6:30AM with out prior approval and fee.
As a part of our commitment to developmentally appropriate early learning, we welcome children of all abilities within our facility. Children are accepted or added to our waitlist in order of interest with no regard to disability status. It is important for families to know that we at Doc’s seek to create collaborative partnerships with all parents and other professionals in order to help each child grow and reach their potential. All unique needs are taken into consider when planning our activities and modifications are made everywhere possible. Therapists and other outside experts are welcome to work with children during our hours, and we have a state certified special education teacher (Mrs. Corleta Moore) on call as a substitute and consultant to provide feedback on our lessons and provide referrals for additional services if necessary. Additionally, we work with Ms. Heather Rickard at The Promise Resource Center to help address the emotional and behavioral needs of the children in our care as well as their families. With her assistance we can establish workshops, play groups, and other activities to aid everyone involved.
As a public-school teacher and doctoral recipient, Dr. Ramer is very comfortable working with children who need additional support. Our other provider Ms. Lauren has been a special needs aid within the public school system for over a decade and feels similarly. Individualized education plans, individualized family service plans and 504 directives are welcome and our staff can provide input and feedback on their creation as well. Because effective inclusion and progress for all is one of our goals, the staff here at Doc’s will continue to seek out additional training and professional development geared towards addressing the extra needs of all children within our care. If there is any specific area that you feel could help the staff with providing the best care for your child, please feel free to share that information with us at any time.
NOTE: Families of children who already have an IEP or IFSP or 504, we request that you please share those documents with us as soon as possible as a physical copy. If you are interested in obtaining one of these for your in need child, at any time please speak with Dr. Ramer about how to get the process started. Please be aware that Dr. Ramer can only refer you to the relevant specialists and assist with feedback for these kinds of plan, not create the entire protocol herself.
Finally, please rest assured that all staff here at Doc’s will remain confidential when discussing and administering modifications and assistive services to those in need. All written records will be stored in a secure location with limited access and no information will be released outside of the staff unless parental permission is granted (this includes to new facilities). It should be noted that privacy rights do not protect information related to mandated reporting or when subpoenaed by a court.
Please note that as a safety and security measure our facility has both indoor and outdoor cameras installed to record the movements of children and staff during all facility hours. All parts of the facility in use are monitored except for the restroom and breastfeeding areas. All parent/guardians and emergency contacts should be aware that footage is automatically saved and stored for a minimum of one month and cannot be released without permission from all parties except to investigative authorities.
Parents (and emergency contacts if parents unreachable) will be notified via text message during the day if their child becomes mildly injured (scrapes, small bruises, etc.). Illness and more moderate injuries (bites, lumps, etc.) will elicit a phone call.
Upon pick-up each afternoon parents will be provided with a verbal summary (or texted/emailed if alternative adult is picking the child up) of their child’s experiences that day. This information includes number of dirty diapers, tantrums, glows about progress, struggles, appetite, sleep performance, recaps of any injuries or incidents, etc. Some projects/work that the children feel proud of maybe shared and sent home at pick-up time as well.
The aforementioned information will be kept in student files for progress tracking purposes.
Every month parents will receive a newsletter highlighting that month’s themes for learning as well as any special activities or events planned. They will also have access to the planned menus for that month.
Parent conferences will be scheduled every three months or sooner upon request by the parent. Dr. Ramer will reach out at the beginning of each child’s third month of enrollment to schedule the quarterly conferences. In the event that a parent would prefer more frequent conferences, they must email Dr. Ramer at docsdaycare2024@gmail.com with a list of three preferred dates and times. Parents may request conferences as often as every two weeks using this procedure.
During conferences, the child’s progress in all activity categories and milestones will be discussed. Specific examples from the child’s portfolio will be displayed. Notes from specialists will be included as well if the child receives those services. Both parents and providers can express concerns and create an action plan going forward if adjustments need to be made. Conferences should take between 15-20 minutes per child and will be scheduled either at the end of pick-up on any available weekday or on select Saturday mornings.
Children under the age of two are not permitted to view any technology (whether active or passive) during childcare hours.
Children over the age of two are permitted to occasionally participate in up to 5 minutes of active technology use in the form of educational games on one of two available tablets. These various games are meant to strengthen cognitive skills and focus on activities such as matching, sorting, and literacy. All tablet usage is considered supplemental and cannot be used in place of regular academic activities, but does require supervision by providers.
Children over the age of two will be permitted to participate in 10 minutes of active screen time every other day for the sole purpose of music and dance instruction. These are facilitated learning activities which means that all providers are present and interact with the children while they participate.
Children over the age of two may view up to 30 minutes of educational passive technology per week for special occasions/holidays. This will be in the form of short films related to the week’s themes.
No technology period shall be used/viewed during meal and snack times.