Preschool Policies

Hearts and Hands Preschool Policies


Registration is open all year. The registration fee of $60 dollars is payable in full and non-refundable. In order to get the full benefit of our program, we expect a minimum attendance of three full days a week on an ongoing basis. Any exceptions must be agreed to by the Director. Please refer to the admission agreement for the tuition fees.


Admission to Hearts & Hands Preschool may happen only with:

  1. Fully completed registration forms

  2. A completed Physician’s Health Report OR Dr. Appointment for no later than 30 days from starting.

  3. Up-to-date immunizations. Licensing requires a copy of the following immunizations on file before your child may attend the preschool.



* 3 Polio

* 3 Hep B

* 1 Hib


* 4 DTaP

* 1 MMR

* 1 Varicella


  1. A signed Parent Handbook Acknowledgement and Agreement form.

  2. Commitment to Small Hands Big Hearts Auction participation OR the payment of the $350 fee for opting out of working the date of the auction.

  3. First month’s tuition and registration fee


Billing and Fees

Monthly Tuition for Full Day Attendance (between 7:30 and after 3p)

Five Days/wk - $900, Four Days/wk - $720, Three Days - $540

Billing is in the form of an email or invoice placed in the parent box during the last week of every month. Tuition is due on the first day of the month. After the 5th of the month tuition is considered “overdue” and a late fee of $25 will be assessed unless previous arrangements have been made with the Director.

It is our goal to make sure tuition doesn’t become a burden. For this reason, if payment cannot be made within 4 weeks from the due date, your child will be un-enrolled and may not attend until the tuition amount is paid.

Tuition is on a month to month contract basis and is expected in full regardless of illness or vacation days taken, whether the school is closed for Holidays, Professional Development, Breaks or unforeseen reasons (See Emergency Closures). If an adjustment in tuition for absences taken outside the center’s scheduled closures is desired, two weeks’ notice is required.

Scholarships and Discounts

We offer 25% and 35% discounts for children based on the household’s yearly income. Refer to the application packet for the qualifications. This is on a first-come-first served basis and must be applied for. After receiving a scholarship, there must be a re-application and evaluation of qualification after the first three months of attendance and every six months after that. This is to ensure that we are able to offer scholarships to as many children as possible. We also offer a 10% discount per month for the second child of a currently enrolled family.

Insufficient Funds

Checks returned due to insufficient funds will incur a $30.00 charge. If two checks within a six month period are returned, money orders or cashier checks will be required.


Depending on available space, we welcome enrolled children for extra day/s of attendance outside the contracted number for that month. This does not include days missed because of published holiday or school closures. The charge for each extra day is $42.50

Parent Participation

We hold regular parent meetings which include parent input and ideas, current Early Childhood Educational bulletins, school happenings and fundraising news. We will look for at least one parent of each child to attend each of these important meetings.

Tuition alone does not cover the expenses of our center. It is required that every parent participate in fund raising throughout the year. This participation includes getting donations from employers and businesses you support, selling raffle tickets, and especially volunteering at the fundraising events.

20% or more of the yearly operating costs of Hearts & Hands Preschool is raised at the Small Hands Big Hearts Auction each year. Each parent/guardian is required to work at least 5 hours during this auction. Free childcare is provided during the hours worked. We do provide an option of paying a $350 fee to opt out of the work on this date but the other duties associated with the auction are still required.

Arrival & Pick-Up Time

For the benefit of your child and respect for other families, arrival at the time scheduled for you is very important! Please notify the school if there will be a late drop-off because there are days when teachers plan an impromptu walk and arriving late will require the parent to locate the teachers in the neighborhood for drop off.

We close promptly at 5:00 pm daily. A late fee of $1.00 per minute, per child for pick-ups after 5:00 p.m. will be charged. The adult picking up the child will be required to sign the Late Pick-Up Form at that time and the fees will be collected or added to the next tuition invoice.

Signing In and Out

Licensing requires that each child be signed in and out daily by a parent or authorized parent representative, 18 years or older. There will be a fine of $25 anytime a parent or guardian forgets to sign a child in or out, AND the fine must be paid before the child can be dropped off again. Hearts & Hands could be charged as much as $1,500.00 for failure to follow these regulations and in that case, we would have no choice but to pass the cost on to the parent.

All authorized adults for signing a child in or out must present a current government issued photo ID to be photo copied and kept in the child’s file. All persons picking up your child for the first time must have a photo ID and their name on the registration papers. We must receive a note or phone call in advance from you if this person has not picked your child up before.

Discipline Plan

First and foremost in our school, teachers commit themselves to being conscious of potential problems and using redirection, transitions into different activities and separation to a quiet place to help children who are unhappy or making poor choices.


When these steps aren’t enough and the teacher has made two or more attempts to resolve the problem, your child will be sent to the Director who will discuss the situation with the parents at the earliest opportunity. An incident report will be made (see a copy of the form in the Appendix).

  • After three incident reports without resolution a staff and parent conference will be held.

  • If behavior hasn’t improved after this, for the sake of your child and Hearts & Hands preschool, there will be a termination of enrollment.

NOTE: In extreme situations when a child hits, kicks or otherwise places her or himself, other children or staff in harm’s way, parents will be called and required to immediately pick-up the child. Acceptance back to school will depend on an action plan and agreement between the parents and Director.

Health and Safety

Nap Time

Rest is the single most important factor in keeping our immune system healthy. For this reason we expect all children to rest. Our definition of rest is lying on cots, quietly relaxed for at least 40 minutes. The school provides a cot sheet. Parents must provide a blanket large enough to cover their child and a pillow if desired. All bedding must be washed every week. After 40 minutes of quiet, if your child has not fallen asleep, s/he may read, or do other quiet activities until naptime is over.


California State law requires that we check each child for signs of injury or illness every day upon arrival. A child who has the following symptoms will not be allowed to stay. If s/he develops these symptoms during the day, s/he will be isolated, a parent will be notified and the child will need to be picked up within the hour.

  • Fever of 100 or higher

  • Discharge from the eyes or nose that is yellow or green

  • Pink/red eyes

  • Cough which produces mucous

  • Complaints of ear pain

  • Severe sore throat

  • More than one episode of vomiting and/or diarrhea

Illnesses can actually be a positive thing because this is the body’s way of building up its immune system. For this reason, we will only call if we believe your child would truly be better off at home or we need to protect the others from contagions. When your child becomes sick at home, PLEASE CALL AND INFORM US OF HIS/HER ABSENCE. They may return only after 24 hours (one full day) without any fever. There must be a 48 hour or 2 day space between the last episode of diarrhea and returning to school.

Medication Policy

The only medications Hearts & Hands Preschool teachers will administer are:

  • Prescription Antibiotics AFTER your child has been home for the first 24 + hours of illness

  • Oral, Topical or Inhaled Medications

  • EpiPen or EpiPen Jr.

  • Over the counter medications will be administered ONLY according to the instructions and amounts recommended on the container. Other amounts must have a Dr.’s order.

The following requirements must be met before medication is administered.


  • The child’s authorized representative is responsible for giving the medication and supplies to the center’s teachers directly. Children are never to transport medication to and from the facility; this includes a lunch bag or backpack.

  • The child’s authorized representative must complete the MEDICATION AND ADMINISTRATION REQUEST AND RECORD before leaving the medication.

  • Medication, supplies and equipment must be in the original labeled container with the child’s name on it and may not be expired.

Care and Storage

  • Medication will be stored in a secure, clean location inaccessible to children. Medications that require refrigeration will be stored in a designated area of the refrigerator and will be inaccessible to children.

  • Medications that have expired or are no longer being used will be returned to the child’s authorized representative. If the medicine has not been picked up within one week of the date of the request, then the medication must be disposed of by the staff.

Administration and Documentation

  • Facility will have trained staff that will be appointed and properly trained on the various Incidental Medical Services the center provides.

  • Facility will maintain documentation of medication and Incidental Medical Services on a log after every medication or service is administered.


Dairy allergies will require parents to bring alternative drinks when milk is served for snack and there may be times when parents will wish to supply alternative food. If there is a child with severe peanut or other severe food allergies, all parents must be aware and not place peanut or peanut products in ANY FORM in the lunches of their child.

Injury or Accidents

Anytime your child gets injured, you will be informed by having an Accident Report filled out and placed in your Parent Box (see copy of the form in the Appendix). If there is a serious injury of a medical or dental nature, immediate first aid will be given, 911 called and the parent notified. In this case an “Unusual Incident Report” will be created for documentation purposes.

Emergency Drills

We regularly conduct Fire and Earthquake drills with the children. This is to acquaint them with evacuation procedures and enable an actual crisis to be met with calm and efficiency. Please see the copy of our emergency procedures in the Appendix.

Emergency Closures

Major Disaster- In the event of a major disaster which requires evacuation of the Hearts & Hands Preschool facility, our back-up location for picking up your child will be the Calistoga Elementary School.

Local Emergency –When nearby fires cause City evacuation orders Hearts and Hands Preschool will close and remain closed until those orders are lifted. Closures may also take place if staff members cannot work due to evacuation orders. Only under the most severe air quality conditions will the school close. The severe conditions would be a city-wide alert to remain indoors at all cost and Air Quality index of over 200. In such a case the school will remain closed until the forecast calls for that number to drop below 190. During “Unhealthy Air”, when the Air Quality Index is between 101 and 200 the children will remain indoors.

For the safety and comfort of the children, in case of flooding, loss of electricity or loss of running water for more than one hour, the Director will close the school until the situation is resolved. Parents will be notified as soon as possible. For this reason, it is IMPERATIVE that CONTACT NUMBERS be kept CURRENT!

All tuition is required in the event of unforeseen closures.

Tobacco Policy

Hearts & Hands Preschool is a Tobacco Free Environment. We do not have a designated smoking area and require that ANY smoking be done 40 or more feet away from the building and yard. This rule applies to staff and parents alike.

Walking Field Trips

Parents will be notified for approval prior to visiting any private property while on a walking field trip.


Parents must plan ahead if they want to bring a pet to school to share with us. Other parents will be notified for approval for their children prior handling any pets.


Hearts & Hands Preschool follows strict confidentiality rules with regard to all family and staff records. Files are kept confidential and locked at all times in a file cabinet. Only the Director has access to these records and will release NO information unless given written permission by the family.

As extensive as this Handbook may seem, there may be circumstances which have not been covered. Our commitment to you is to first maintain open communication at all times, second, be honest, and third, to always work with you until we find the best possible situation for you and your child.

Please do not hesitate to voice any concerns or questions. We are glad you’ve chosen Heart and Hands Preschool and we treasure your child!


Denise Benner, Director


Hearts and Hands Preschool Inc. Board of Directors


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