The Roxbury Community School Before and After School Enrichment Services (RCS BASES) operates under the auspices of the Roxbury Township Board of Education and is a tuition-based program. The school year program provides quality care for children enrolled in Kindergarten through Sixth Grade (K-6). The program is designed to provide flexible care to children of families that reside in Roxbury Township.

RCS BASES is a before and after-school enrichment program designed to provide healthy physical and academic activities, social and emotional development, and artistic opportunities for students. All of the programs operate on a child-centered philosophy. The specific needs and interests of the children are explored in order to develop programming that is engaging and developmentally appropriate.

RCS BASES staff, as responsible caregivers, will enhance children’s days. We will provide enjoyable experiences in a safe and caring environment. Through child directed and staff-planned activities, children can express creativity, foster appropriate interactions, learn and grow. RCS BASES is a fun, interactive, learning environment!

Our goals are to:

• Provide high-quality care
• Provide a safe and healthy environment 
• Provide a positive environment and enriching age-appropriate activities
• Provide relationships with caring and competent adults
• Support the needs of working families
• Support healthy behaviors and physical well-being
• Recognize the uniqueness of each child by respecting race, ethnicity, gender, ability, religion, and socio-economic status
• Be familiar with the emerging base of knowledge about school-age children and demonstrate this knowledge in school-age care program practices
• Be honest and fair in interactions with each child.
• Promote community engagement

All children must be picked up by an authorized adult. There is no transportation to morning care in the mornings. 

Busing will be provided to aftercare families regardless of the number of days (1-5) enrolled in aftercare. Your child will always have a seat on a bus (if eligible). Your Genesis account will show your child’s busing information.

This is especially important if you are registered for less than five days and need to use busing on those “off” days or if you’re registered for five days and your child needs to take the bus home and not attend aftercare on any particular day. By making sure your children have a spot on the bus also ensures they will have a safe way home in the event of an early dismissal or when all afterschool activities are canceled due to inclement weather or an emergency closing as on those days the BASES staff doesn’t report for duty.

With this being said, it will be crucially important that we all work together to ensure your building principal, school secretary, child’s teacher, and BASES staff know when your child will be (or won’t be) in attendance in our aftercare program, taking the bus, or being picked up or allowed to walk home on any given day if it’s not their usual schedule.

Again, this is for anyone enrolled in aftercare. Please follow your school’s procedures for notifying them of a change in schedule whether it is an email to the secretaries, a backpacked note to the teacher, a note in Genesis, etc.

In the event of an evacuation where the children are not permitted back into the building and the location of the program changes, parents will be notified via the district’s Instant Alert System.

Children are asked to bring a light breakfast for the Morning BASES program if they so desire. RCS BASES will offer a light snack option during the Afternoon BASES program. You may wish to send in an additional snack for aftercare for your child.

RCS BASES is designed to create an engaging environment for children of the Roxbury Township School District. Planned activities are challenging and age-appropriate for each child and reflect the interests expressed by the children in each program. All programs are open to students who attend one of the Roxbury K-6 schools.

Morning B.A.S.E.S.

Beginning at 7:00 a.m., the students in the morning program have the opportunity to participate in group games, light physical activity, and/or various hands-on activities. Additionally, a designated table is available for those students to eat breakfast in the morning program. Please note after 8:30 for LRS and 8:50 for the K-4 schools we are dismissing the children to school. If you arrive at or after those times, please use the regular morning arrival procedures.

Afternoon B.A.S.E.S.

The After-School program begins upon school dismissal and ends at 6:00 p.m. As the children arrive, they check-in with the RCS BASES staff, immediately, for attendance.

The program schedule followed varies from site to site, and day-to-day, but includes the same components as all other BASES programs each day. First, the children are given the opportunity to have a light snack while unwinding from the school day. The Afternoon BASES is designed to allow the children to explore their own interests through the various materials provided for “free play” and through the activities that are provided regularly by the staff. These activities include arts and crafts, board games, science projects, civic/community projects, and organized indoor and outdoor games. RCS BASES staff work with the children in order to develop programming that meets the needs and interests of a multi-aged group of children. A quiet time is available each day for the children to work on their homework.

Early Dismissal

The school calendar includes a number of days when early dismissal of students is required. On early dismissal days, the children spend an extended period of time in Afternoon BASES Children registered for the day that the early dismissal falls on will be dismissed to RCS BASES at the early dismissal time and the program will remain open until 6:00 p.m. No additional steps need to be taken. 

If your child DOES NOT attend Afternoon BASES on the day of the early dismissal, but you need to use the program, you must contact the Roxbury Community School Office to confirm we can accommodate the drop-in. There is an additional fee per child for the additional day of attendance. Children cannot be signed in and out on conference days or for any other reason. If you sign them out of the program for the day, they may not return. Registered families will be emailed prior to the dates to see about Early Dismissal Day needs.

Staff

All RCS BASES staff are employees of the Roxbury Township Board of Education through the Roxbury Community School who are subject to a criminal background check and are fingerprinted. All staff also participate in a staff orientation, which covers topics such as Child Growth and Development, Positive Discipline Techniques, Health and Safety Procedures, and Child Abuse Prevention. At least one (1) staff member at each of the schools are trained in First Aid, CPR/AED, and Epi-Pen.

General Program Rules

All Roxbury Township Public Schools policies, rules, and codes of conduct that are in place during the school day at your child’s school extends into the BASES program. The students of our program are expected to treat their peers, staff, school property, and program equipment/supplies with respect. Please refer to the “Safety and BASES Program Rules” found later in this handbook.

Activities

• General Activities: There will be designated times for free play in which staff will provide board games, craft stations, etc. for the children to choose from. Free play is supervised and the staff assists children who are not making choices to join in activities or help them do something they would like.

• Staff-Led Activities: Staff-led activities are planned and carried out by the staff with input from the children.

• Gym Play: Children will be given the opportunity to play in the gym when temperatures are too cold or there is inclement weather. The staff will organize games and group activities, as well as allow for free play with multiple types of gym equipment.

• Outdoor Play: This can be an organized or a free play period in which the children play on the playgrounds at the site or play organized games. Sports equipment and outdoor play materials are made available.

• Non-RCS B.A.S.E.S. Programs (i.e., Scouts, school run programs like Early Act, community school run programs): Children may participate in programs located in the school during RCS B.A.S.E.S. program hours. It is the parent’s responsibility to put in writing the activity their child is participating in and submit it to the RCS B.A.S.E.S. staff and the Community School Office. Please indicate the following, in writing

Name of Child/School
Name of Activity (i.e., Girl Scouts, Early Act, Young Rembrandts)
Supervising Adult
Times of Activity
Days
Dates Effective.

Before School Care – 7:00 a.m. to the start of school

After School Care – School dismissal until 6:00 p.m.

Roxbury Community School Office - Monday-Friday, 8:30 a.m. to 3:30 p.m. If you would like to make an appointment outside of these hours, please call the office at 973-584-7699 or email us at rcsbases@roxbury.org. 

Programs are held at the students’ home elementary school, except for LRS*

• Franklin Elementary School – 8 Meeker Street, Succasunna, NJ 07876
• Jefferson Elementary School – 35 Cornhollow Road, Succasunna, NJ 07876
• Kennedy Elementary School - 20 Pleasant Hill Road, Succasunna, NJ 07876
• Nixon Elementary School – 275 Mt. Arlington Blvd., Landing, NJ 07850
• Lincoln/Roosevelt Elementary School – 8 Meeker Street, Succasunna, NJ 07876

* This is subject to change as needed based on enrollment and staffing.

At RCS BASES, we view our program as a partnership between our families, our BASES staff, our schools, and our Administrative Team. Through frequent communication, we can ensure a quality program for your children. There are several methods of communication used in the program. 

Below are the main ways we will communicate program information with you:

• BASES Website – www.roxbury.org/BASES – The pages of our website are constantly updated to provide families with the most current information and forms.
• Day-to-Day – Staff will regularly discuss children’s experiences in the program with families. This will be done at drop-off or pick-up time in person, or through phone contact.
• Emails – Periodically, we will send email blasts to all our families to share important upcoming dates and reminders. Families are able to email RCS BASES office as well.
• Notices Home – Please check your child’s backpack as we occasionally send letters and flyers home with your children.
• BASES Staff – Our BASES staff is a vital resource to help all our families navigate the specifics of our program.
• Staff/Family Conferences & Meetings – If a behavioral problem exists or if a parent requests, a staff/family meeting may be arranged. Arrangements should be made as soon as possible to the event and the Program Teacher and/or Coordinator should be present. All information discussed at the meeting will be documented and is confidential.
• Family Orientation – We will make every effort to have an RCS BASES staff member be present at Back-to-School nights with information and are available to answer questions regarding the program. The RCS B.A.S.E.S. office staff is always available to answer your questions about our program – please call the office at 973-584-7699 between 8:30 a.m. and 3:00 p.m. to talk or to set up an appointment.
• Program Visitation – Parents and authorized adults are welcome to visit the program. To do so, a scheduled day and time must be confirmed with the BASES Program Supervisor.

Main Contact Information:

• Roxbury Community School Coordinator – Ann Rhodes, 973-584-7699 or arhodes@roxbury.org 
• Roxbury Community School Main Email – comschool@roxbury.org 
• Roxbury Community School Office – 25 Meeker Street, Succasunna, NJ 07876
• RCS B.A.S.E.S. Main Email – rcsbases@roxbury.org

RCS BASES is committed to providing a quality before and after school child care program for all children of the Roxbury Township Public Schools and will include children with special needs for whom reasonable accommodations can be made to help those children participate safely, comfortably, and successfully in the program. Even though the BASES program strives to maintain a low staff-to-student ratio, we are unable to provide individual companions or aides. Students with disabilities will be expected to comply with all rules and regulations of the programs, including health and safety standards. If a child’s actions repeatedly endanger the health and safety of his or herself, another child in the program, or staff members, they may be removed or terminated from the program.

Upon registration, families are asked to provide information regarding any special needs that the child may have including IEPs, 504s, IHPs, or behavioral modification plans. Please provide any additional information on what, if anything would be needed in our program to accommodate those needs. If a child has needs that require particular accommodations, an assessment of those needs will be made with discussions between the RCS BASES Program Supervisor, the Program Teacher, school staff, and the child’s family. 

A trial period of enrollment will occur for 30 days from the start date in which the ability of the RCS BASES staff to provide childcare in which the child is safe, comfortable, and successful in the program is assessed. After this trial period, the group will reconvene and a decision will be made for the continuation or discontinuation of the child in the program. If allowed to continue, this policy can be revisited as needed.

The Fees and Discounts described in this section are subject to change with 60 days advanced notice to all subscribers.

Before students can begin attending the RCS BASES program, each child must have a completed registration packet submitted along with a $25 non-refundable annual registration fee per child and the first month’s fees. Families need to register for RCS BASES every year. Registration forms are available online from the BASES website: www.roxbury.org/BASES.

In order for a successful enrollment into our program, all pages of the registration form need to be completed fully, signed, and dated. Families may email (rcsbases@roxbury.org), mail, or bring in their completed forms to 25 Meeker Street, Succasunna, NJ 07876.

Once enrolled in the BASES program, it is the family’s responsibility to keep information provided on the registration form current. In the event that any of the work numbers, home numbers, emergency contact numbers, email addresses, or medical information changes, please notify the RCS BASES staff at your site and the Roxbury Community School Office as soon as possible.

RCS BASES enrollment is for a minimum of one month. The child(ren)’s attendance must remain the same on a weekly basis for that month. To register child(ren), registration materials and the $25 annual non-refundable registration fee per child must be received in the Roxbury Community School Office on or before the cut-off dates listed. Children may begin attendance in the programs on the first school day of the new month, regardless of the day of the week it falls on. Schedule changes may take place once per month for the upcoming month. Requests must be received on or before the 20th of the month prior for the upcoming month. There is a $20 schedule change fee per change per child. All changes must be made in writing via email or a letter mailed or placed in the mailbox. Verbal requests will not be accepted. There are no refunds or credits given for absences from the program on a scheduled day. If a change request is received after the 20th of the month prior for the upcoming month, you will be charged a $35 schedule change fee per change per child.

Registration

Enrollment forms must be completed and returned before your child begins the program. After registration is received, you will receive a confirmation email and your annual monthly statement.

Enrollment Fee

All enrollees of RCS BASES must pay an annual non-refundable fee of $25 for the program year (September through June, regardless of when you enroll) per child. This payment must be received with your enrollment materials or your enrollment may be delayed.

Monthly Fees 

The monthly fee is the payment for the RCS BASES programs for which your child is enrolled. Tuition is based on the number of State required school days (180 days) for the school year divided into ten equal monthly payments ((daily rate x 180 school days) / 10 months = your monthly payment). Therefore, regardless of the number of school days in a particular month, the monthly service fee is always the same. This includes the months with winter and spring break. Regular monthly rates apply to June as well. June is not prorated. Since school must be in session for 180 days, snow days/emergency closings are not refunded as the days are made up.

The monthly tuition fee is due on the 15th of each month prior to childcare services unless an alternative auto-billing date has been agreed upon by the Community School.

September’s payment is due by August 15th. Monthly schedules and payments are due by the 15th of the month prior to the month of services. Example: October’s schedule and payment are due September 15th.

Morning BASES

• 5 Days/Week = $175/month
• 4 Days/Week = $140/month
• 3 Days/Week = $105/month
• 2 Days/Week = $70/month
• 1 Day/Week = $35/month

Afternoon BASES

• 5 Days/Week = $280/month
• 4 Days/Week = $224/month
• 3 Days/Week = $168/month
• 2 Days/Week = $112/month
• 1 Day/Week = $56/month

Additional Program Options

• Drop-In Rate* - AM = $25/day | PM = $30/day
• Drop-In Rate (early dismissal days)** - $40/day for aftercare on early dismissal

* For those families registered for BASES on a day that's not the child's normal schedule
** This is only if your child DOES NOT attend Afternoon BASES on the day of the early dismissal, but you need to use the program. This is a separate cost for these days and you must contact the Roxbury Community School Office to confirm we can accommodate the drop-in.

Monthly Payment Schedule

The payment schedule is below:

• 1st Payment: August 15, 2023
• 2nd Payment: September 15, 2023 
• 3rd Payment: October 16, 2023
• 4th Payment: November 15, 2023
• 5th Payment: December 15, 2023 
• 6th Payment: January 16, 2024
• 7th Payment: February 15, 2024
• 8th Payment: March 15, 2024
• 9th Payment: April 17, 2024
• 10th Payment: May 15, 2024

Late Fees / Delinquent Payments

Payments received after the 20th may be charged a $25 late fee. If payment of fees (include late payment charge) is not received by the 28th of the month prior to the month of service, the child(ren) may not be able to attend the BASES program until payment is received in full or a plan of action has been discussed with the Community School Coordinator and Program Supervisor.

It is our objective to make every reasonable effort to accommodate extenuating financial circumstances that may cause a late or incomplete payment. However, it is of utmost importance that the special circumstances be communicated to the Program Supervisor and Community School Coordinator (comschool@roxbury.org) so that a mutually agreeable resolution can be made between the parent/guardian and the program administration. If there is no communication effort by the parent/guardian when delinquent payment notices and/or follow up calls/notices are made, we must assume that the parent/guardian has no intention to meet the financial responsibility, leaving RCS BASES and the Community School with no alternative other than to terminate service.

Actual receipt of the payment (if no payment plan is needed/discussed) is required in order for your child to return to BASES Locks in Genesis will occur for delinquent balances and will remain in effect until the balance is paid in full.

If payment is not received within 30 days and no plan of action has been discussed, you will receive an email notifying you of a termination date of your child’s enrollment. In this event, the child’s school, as well as our program staff is advised that the child may not attend the BASES programs effective on the date that is indicated in this email. The child will be sent home at the end of the child’s school day via school bus or picked up by an authorized adult.

Requests for removal of late fees must be submitted in writing to the Program Supervisor and will require approval from the Community School Coordinator.

Any child(ren) with outstanding balances from previous school years will not be permitted to attend any BASES program until the previous balance is paid in full and a lock in Genesis will remain.

If the Community School sees a habitual failure to make payments from year-to-year, it may result in a termination from the program.

Cash, Check, or Money Order Payments

Checks and/or money orders can be made payable to the Roxbury Community School and should be mailed to the Roxbury Community School at 25 Meeker Street in Succasunna, NJ 07876. You may also hand deliver payments to the Roxbury Community School between 8:30-3:00 or drop in the mailbox outside the building. Please indicate the student’s name/school with your payment.

A fee of $25 will be charged for any checks that are returned by the bank. Returned check fees are not subject to discounts. After we have received a returned check, we can require that all future payments must be made via credit card, money order, or cash.

Bill Pay with your Bank

Contact your bank to have a check mailed for your BASES payment directly to the Roxbury Community School located at 25 Meeker Street, Succasunna, NJ 07876. If you choose to set-up electronic bill pay through your bank (we do not offer this service), please put your child’s full name and school on the memo line of your check when setting up the account. It is advisable to have the deduction taken on the 15th of the month as it can take up to 10 days for us to receive your check.

Credit Card Payments

All major credit card payments are accepted for the registration fee, deposit, and/or monthly fees. A 3% transaction fee will be incurred for any deposit and/or monthly fee for the BASES program, unless auto-billing is set up. If auto-billing is set up, this 3% convenience charge is waived.

Receipt of Payment

Receipts are updated and electronically shared as payments are posted via Google Sheets. This invoice/statement can be used for your receipt and for tax purposes. You may also contact the Roxbury Community School for a PDF copy via email of your receipt. Our Tax ID is 22-6002278. All requests for hard copy receipts for year-end tax information must be made in writing via email to comschool@roxbury.org. If you have a Flexible Spending Account with your employer, you can mail your form to the office to be signed, but please include a stamped, addressed envelope for us to mail it to your employer. If you need a specific receipt, please request in writing and allow five (5) business days.

Monthly Statements/Invoices

Your monthly invoice will be electronically shared with you at time of registration which includes your monthly payment schedule. It is the families responsibility to make sure payments are made on time.

Your invoice will be electronically shared with you via the email addresses provided at registration as the invoice/statement is updated. Installment payments are due the 15th of each month. All payments will be made to the Roxbury Community School.

Questions regarding tuition payments should be emailed to comschool@roxbury.org. Please include your name, the child’s name, and the school they attend in the email.

RCS BASES Possible Discounts

The RCS B.A.S.E.S. program has four possible discounts that can be combined and applied to each child for monthly tuition only. Documentation may be requested to apply the discount. 

They are as follows: 

• Multi-Child Discount
  • 1 Day/Week = $6 off per child per month
  • 2 Days/Week = $12 off per child per month
  • 3 Days/Week = $18 off per child per month
  • 4 Days/Week = $24 off per child per month
  • 5 Days/Week = $30 off per child per month
• Roxbury School District Employee Discount (excludes substitutes)
  • 1 Day/Week = $2 off per child per month
  • 2 Days/Week = $4 off per child per month
  • 3 Days/Week = $6 off per child per month
  • 4 Days/Week = $8 off per child per month
  • 5 Days/Week = $10 off per child per month
• Roxbury Emergency Personnel (Police, Fire, EMT) Discount
  • 1 Day/Week = $2 off per child per month
  • 2 Days/Week = $4 off per child per month
  • 3 Days/Week = $6 off per child per month
  • 4 Days/Week = $8 off per child per month
  • 5 Days/Week = $10 off per child per month
• US Veteran/Active Military Discount
  • 1 Day/Week = $2 off per child per month
  • 2 Days/Week = $4 off per child per month
  • 3 Days/Week = $6 off per child per month
  • 4 Days/Week = $8 off per child per month
  • 5 Days/Week = $10 off per child per month

Discounts will be calculated after the per-month fee is totaled per child. Discounts will be based on the maximum number of days in the program. (Ex. 2 Days Morning Care and 4 Days Aftercare; Discount will be based on 4 Days/Week)

Sample Schedules:

Schedule: 4 Days/Week AM @ $136/month + 1 Day/Week PM @ $54 = $190/month
Discount: Military @ 4 Days/Week = $8/month
Tuition: $190/month - $8 Discount = $182/month

Schedule: 2 Days/Week AM @ $68/month + 2 Day/Week PM @ $108 = $176/month
Discount: Military @ 2 Days/Week = $4/month + Multi-Child @ 2 Days/Week = $12 ($4+$12) = $16/month
Tuition: $176/month - $16 Discount = $170/month

Refunds and Prorating

WE DO NOT GIVE MONTHLY CREDITS OR REFUNDS. There are no exceptions. Once you pay for the month, you are entitled to services for the entire month whether you choose to use it or not. Tuition is evenly distributed into ten easy monthly payments based on 180 required school days. Therefore, emergency school closing days will be made up before the last day of school. If you sign up for BASES in the middle of a month, we will prorate our services based on the anticipated start date.

Enrolling and Withdrawing from the Program

All new or returning students begin the BASES program on a Monday or the first day of school for that specific week. Registrations are due by noon on the Wednesday before the week you wish to enroll. For example, if you want to enroll your child to begin BASES on Monday, October 2, 2023, your completed registration needs to be in our office by 12:00 p.m. on Wednesday, September 27, 2023. There are no exceptions.

If you would like to withdraw from our program, you must provide us with written notification by no later than the 15th of the month prior to the month of your withdrawal. For example, if you would like to leave the program after the month of February, you need to send us your written withdrawal no later than January 15th. No refunds/credits will be given for removing a child from a program for a period of time that is less than one month. Children are removed from the program on the last day of that month. 

If you re-enroll your child in the program during the same school year, you will need to pay a $25 re-registration fee.

Schedule Changes

Schedule changes can be made once per month and are effective on the first of the upcoming month. Requests for schedule changes must be received on or before the 20th of the month prior for the upcoming month. For example, your November schedule will be changing from three (3) days a week of BASES to five (5) days a week, you would need to notify the Community School by October 20th or before of the requested change. There is a $20 schedule change fee per change per child.

All changes must be made in writing via email or a letter mailed or placed in the mailbox. Verbal requests will not be accepted and all schedule change requests must be made on or before the 20th of the month prior. There are no refunds or credits given for absences from the program on a scheduled day. If a change request is received after the 20th of the month prior for the upcoming month, you will be charged a $35 schedule change fee per change per child.

Unscheduled Attendance 

(Only available for children registered with BASES in the CURRENT School Year)

When an emergency situation arises and your child needs to attend a program for a day (morning and/or afternoon), in addition to their regular schedule, we can help! Please email the Community School Office so we can confirm there is space to have your child as a drop-in. IMPORTANT—always send a note to your child’s teacher/school, via backpack, email, or note in Genesis on the day that you’re using the drop-in service. Without a note, normal dismissal procedures will apply.

Early Dismissal

When an early dismissal (Parent/Teacher Conference Days and half days before a holiday) falls on a day where a child is normally scheduled to attend, there is no fee. When an early dismissal falls on a day a child is NOT normally scheduled to attend, there is an additional fee should you need the care. Please follow the notification process above (see Unscheduled Attendance).

Availability of BASES Program Tuition Assistance

Reduced childcare fees are available to enrollees of the RCS BASES programs providing certain criteria are met. All requests for reduced fees will remain confidential and each request will be carefully considered. Applicants will not be eligible for discounts listed above if approved for the Program Tuition Assistance. If you would like more information please contact comschool@roxbury.org for an RCS BASES Program Tuition Assistance application.

For your child to participate in Drop-In care for either Morning BASES or Afternoon BASES, they must be fully registered for our programs. You may request a drop in until 12 p.m. the day before they will attend. Because of staffing, we are unable to take students after the cut off time.

All emergency closings due to weather or other unforeseeable reason are for the purpose of either keeping your children home from dangerous roads or getting them home before roads become too dangerous. In the event of snow, ice, inclement weather or emergency, the following will apply:

Schools are CLOSED for Emergency Closing – This is a complete closing. All RCS BASES sites will be closed when the Roxbury Township Public Schools close for inclement weather or emergency. All closings will be announced via the district’s Instant Alert notification system. It will also be posted on the district homepage at www.roxbury.org and on the Roxbury Public Schools Facebook page.

District Called Delayed Openings – In the event that Roxbury Township Public Schools has a delayed opening because of weather or other emergency, the Morning BASES will open at 9:00 a.m. Delayed openings will be announced via the district’s Instant Alert notification system. It will also be posted on the district homepage at www.roxbury.org and on the Roxbury Public Schools Facebook page.

For Delayed Opening Changed to Full Closing Prior to School Opening – When the Roxbury Township Public Schools announce a delayed opening but then change this to a full closing prior to school opening, all RCS BASES sites will also be closed. Any children at all the RCS B.A.S.E.S sites will remain at their site, and parents/guardians will be called at their emergency numbers and be requested to pick up their child as soon as possible. Parents are asked to have an emergency plan in effect so that once notifications of RCS BASES’ closing are received, the children will be quickly and safely picked up from the program. 

Emergency Early Dismissal of School and/or Cancellation of All After School Activities – When schools are closed early due to hazardous weather conditions or other emergencies, RCS BASES program will also be cancelled. Parents/Guardians will be notified by the Roxbury Township Public Schools’ Instant Alert notification system. Please have emergency plans in place for your child after school when BASES is cancelled due to an emergency early dismissal or when all after-school activities are cancelled due to inclement weather. Children will be either transported on the bus they would have taken if they were not in the aftercare or if they are walkers, they will be released to your emergency contact that you provided in the beginning of the school year.

All children will be sent home at the emergency closing time with all of the children in school. No child will remain in school. RCS BASES does not report to school when an Emergency Early Dismissal is called and no child attends Afternoon BASES

Weather Emergency Closings of RCS BASES AFTER Schools are Closed – On some occasions, it will be necessary to cancel RCS BASES when schools are already closed. An example of such a day would be a weather emergency after 3 p.m. that warrants closing the program early. RCS BASES staff will notify parents via the Roxbury Township Public Schools’ Instant Alert notification system. We prepare emergency phoning procedures utilizing the RCS BASES emergency numbers you give us. Please keep the emergency phone numbers updated for our records.

RCS BASES staff will remain on site until all children have been picked up in this situation. Parents are asked to have an emergency plan in effect so that once notification of RCS BASES’ early closing is received, the children will be quickly and safely picked up from the program.

The BASES Program follows the school calendar. However, there are times when BASES may be in session when schools are closed. Extended day schedules will take place at each of the BASES locations. Click here to view the RCS BASES Calendar for 2023/2024.

Before School

The before care program begins no earlier than 7:00 a.m. and ends at the time school begins. For the safety of our children, they must be accompanied into the building for the before care program by a parent/guardian or other adult unless acknowledged by a BASES staff member at the door. Under no circumstances is a child to enter the building alone or be left unattended inside or outside of the school building prior to the start of the program. Failure to follow this procedure may result in termination in the program. Billing is based on the schedule you submit to us for your child; there will be no credits or adjustments for time not used in the program.

A note is required for your child to leave the before-care program to participate in extracurricular activities. Please specify the dates and times your child will be leaving and returning to the program.

After School

Children in the aftercare program are to come directly to the RCS BASES program at the end of the school day unless participating in a school-based activity (i.e., Scouts, Early Act, Young Rembrandts). A schedule will be provided to the building secretary to inform them of the days each child in the program is registered to attend RCS BASES after school. Your child’s safety is very important to us and each child’s whereabouts on days he/she is scheduled to attend our program is a critical issue of safety. The aftercare program maintains a listing of all students who are registered to be in attendance on a daily basis. Attendance is taken promptly after the school’s dismissal to aftercare, and the names of absent children are thoroughly checked against the school’s absentee list and early sign out list.

It is the family’s responsibility to notify the school secretary, the child’s teacher, the Community School Office and the BASES staff if there is a change in the child’s schedule. This includes if the child will be taking the bus home on a day they are scheduled to attend the BASES program. Repeated failure to comply with this procedure can result in suspension or termination from the program.

If your child does not arrive at aftercare and we have not been contacted regarding his/her absence for the day, our staff will check with the main office. If the office doesn’t have a record of your child leaving school early, we will make every effort to contact you using the phone numbers on your child’s registration form that you provided to verify the whereabouts of your child. If we cannot reach a student’s parent/guardian, we will keep them at BASES If a student is not registered to attend BASES that day and we cannot contact you in a timely manner during the school’s dismissal time, we will charge your account the Drop-In rate for the afternoon.

Additionally, your child may not attend aftercare if he/she was absent from school or left early (example for a doctor’s appointment) and doesn’t return to school before school dismisses. Once the program has begun and aftercare attendance has been taken, your child may not leave our program without being signed out by an authorized pick-up person. A note is required for your child to leave the aftercare program to participate in an extracurricular activity (example: Early Act Club, Young Rembrandts, etc.) or to help a teacher in their classroom. Please specify the dates and times your child will be leaving and returning to the program.

Additionally, the staff checks for messages as well as the mailbox located in the school office for any notes or messages regarding aftercare students. If your child is going to be absent from aftercare, you must email (rcsbases@roxbury.org), the school, the child’s teacher, and/or input a note in Genesis to inform the staff. Do not call the Roxbury Community School Office.

Please note if you sign your child out of school and do not sign them back in or if your child leaves school during the day either due to illness or disciplinary reasons, they will not be allowed to come back to the school and sign in for aftercare. Please plan accordingly.

Parents/Guardians please be advised that it is not the Roxbury Township Public School’s responsibility to notify BASES of changes in your child’s schedule.

Signing into the Program

Children will be signed in upon arrival by the RCS BASES staff at the before-care and aftercare.

If a child is not attending a program as scheduled, it is the parent/guardian’s responsibility to contact the Roxbury Community School (comschool@roxbury.org) and RCS BASES (rcsbases@roxbury.org) site and alert the absence.

Please note if a child leaves early from school and does not return prior to their normal dismissal, they will not be able to attend aftercare.

Releasing Children from the Program

All RCS BASES program enrollees must be signed out daily on the sign out forms at aftercare by a parent, guardian, or previously authorized adult. Enrollees in before care will be released directly to their class at the start of school.

Each child may be released ONLY to adults that are listed on his/her RCS BASES authorized pickup list. These individuals must be at least 18 years of age and provide picture identification for the safety of our children and must sign children in and out of RCS BASES each day they attend. In order to add someone to your child’s authorized pickup list, the Roxbury Community School Office must be notified in writing by the parent/guardian who registered your child for BASES No authorized pick-up information will be accepted over the phone.

RCS BASES will not release a child to an unauthorized adult under any circumstances.

If a non-custodial parent has been denied access or granted limited access to a child by court order, the RCS BASES Program must be provided documentation of the court order for our records in order for us to comply with the terms of the court order. Please be sure to provide updated court documents to the Roxbury Community School and your child’s school office as soon as you receive them for the safety of your child.

Any information that is distributed regarding the program or information regarding the child such as incident reports will be given to the person picking up the child.

RCS BASES staff members reserve the right to not release children to authorized adults if the adult’s behavior suggests the adult may be under the influence of drugs or alcohol. In a situation where staff suspects that the adult is under the influence of drugs or alcohol, they will contact other adults who are authorized to pick up the child and request they pick up the child. The Roxbury Township Police Department will also be contacted.

Please note that you may only sign your child out of the program once per day. For example, if you pick your child up early at RCS BASES for a medical appointment, you can’t return them to the program that day. Children attending RCS BASES must be dismissed directly from school to the program. Children who left early and didn’t return prior to regular dismissal or who left at regular dismissal may not be signed into RCS BASES This excludes those children participating in other building-based Community School programs. Parents/Guardians will still be required to notify the community school and BASES site of alternative schedules.