Registration

Registration is limited to 2nd-5th graders currently enrolled in the school where the after school classes are being held. Students may only attend classes designated to their age and grade. Registration is non-transferrable. Students may only attend the class(es) they are originally enrolled in during the six week session. Registration for each session will occur in three tiers. First tier will be a limited number of spaces in each class available only to students receiving free and reduced lunch benefits and registrations will be initially limited to one class per student. Second tier will be for families paying $20/class and registrations will be initially limited to one class per student. Third tier all remaining spaces in classes will be open to all families to register for second and third classes. Please note that registrations made in error during tiers that are not open to your student, or for more than one class prior to the opening of the third tier, will result in your registration being cancelled.

Attendance

These courses run concurrent to the Ashland School District calendar. Should school be cancelled or dismissed early for any reason, these classes will also be cancelled for the day, and parents/guardians will be responsible for communicating transportation plans to their students. If your child is unable to attend school due to illness, injury, or disciplinary action they should also not attend that same day's ASEP class. If your child is unable to attend their ASEP class, parent/guardians are expected to notify the program coordinator as soon as possible. Attendance will be taken at the beginning of every ASEP class and parents/guardians will be notified of any unexplained absence.
All children are expected to be picked up by a parent or authorized guardian at the end of class, unless prior written authorization has been given. Parents wishing to give their children permission to walk or bike home from the program must put this permission in writing via the consent and release form. Students responsible for walking or biking home on their own will be dismissed to do so at the end of the class when pick up begins, any request for earlier dismissals must be put in writing and sent with the student to be given to the instructor on the day of the exception. Without a signed note, instructors cannot allow students to leave class early for any reason.
If your child regularly rides the bus, parents/guardians should make sure the student is aware of which days to stay at school for ASEP classes. Students mistakenly boarding a bus will be marked absent and the parents and/or emergency contacts will be notified and will be solely responsible for the child's care from that point forward. ASEP is unable to provide any transportation of students

Late Pick Up

All children are expected to be picked up by a parent or authorized guardian at the end of class. Children waiting more than 10 minutes past class dismissal for late parent arrival will be transferred to the on-site facilitator for supervision, and must be picked up from the office. Late arrivals for pick-up may necessitate a call to parent/guardians and or the emergency contacts should the delay be greater than 10-15 minutes. Ongoing disregard for the pick-up time may jeopardize the student's continued enrollment in the program.

Refund and Cancellation Policy 

Due to the extremely low cost of these classes through ASF funding, no refunds will be made under any circumstances unless SOU Youth Programs cancels a class offering for all students.
Should parent/guardians need to cancel their child's registration at any point (even after classes have begun), they should submit the cancellation request in writing to the program coordinator at kilpatrih@sou.edu. A requested cancellation will result in that student's spot in the class becoming available for other students and cannot be reversed. No class substitutions can be provided. Any parent/guardian wishing to change their registration should submit a written cancellation request, and register online for their other class. Changes are subject to availability and are limited to the open registration period. No refund will be provided for class registration changes.
Every effort will be made be made to deliver the class students have registered for. Because these enrichment classes are very specialized, substitution for absent instructors may be very difficult. In case of instructor absence, alternate curriculum and activities may be substituted. Prolonged instructor absence may necessitate a permanent change in topic or curriculum for the remainder of the class sessions. In very rare cases, a class may need to be cancelled if no suitable substitute and alternate curriculum is available. 

Information about your child

Undisclosed needs cannot be anticipated or accommodated, and could interfere with your child's ability to participate in class. As part of the registration process, we will ask you to share more about your student so we can be prepared to support them. On the consent and release form, there is a section that asks for “anything we should know about your child”, please use this space to let us know how we can best accommodate your child so they have a successful experience. If you have any questions or concerns, please get in touch with us at 541-552-6452 or  kilpatrih@sou.edu

Snacks 

Parents should send an after school snack and water bottle with their students. Limited snacks may be available for those in immediate need (low blood sugar, etc…). Please let your child know if they should refuse an offered snack due to allergies or dietary restrictions.

Photo Release

By participating in ASEP, I grant permission for SOU Youth Programs and the Ashland Schools Foundation to use my/my child’s photograph and/or video likeness solely for the purpose of printed, televised, and/or online promotional materials and publications. I waive any rights of compensation or ownership thereto, and I acknowledge SOU Youth Programs/Ashland Schools Foundation's right to crop or treat images or video. I also grant permission for outside organizations (new media, partner organizations, etc.) to use my/my child’s photograph and/or video likeness solely for the purpose of printed, televised, and/or online promotional materials and publications. I also acknowledge that SOU Youth Programs/Ashland Schools Foundation may choose not to use my child’s photograph at this time, but may do so at its own discretion at a later date.

Code of Conduct

ASEP adheres to the Ashland School District Code of Conduct policy of Be Safe, Be Respectful, Be Responsible. Students in violation of the code of conduct will be removed from class and may be asked to leave the program.

Student Responsibilities:

Follow the 3 rules for success: Be Safe, Be Respectful, Be Responsible.

  • Be Safe: Pay attention to safety and follow instructions. If you are not sure, always ask questions. Be visible to adults at all times. Be on time to designated locations. Communicate with adults.
  • Be Respectful : Treat others politely, the way you would want to be treated. Respectfully listen and follow instructions. Contribute in a respectful and positive manner. Respond to redirection.
  • Be Responsible : Do your personal best. Come to classes prepared to learn and contribute to a positive environment. Take responsibility for your work, and any mistakes. Exercise responsibility and respectful use of equipment, spaces, and supplies provided.

Parent Responsibilities:

  • Communicate important information to the ASEP staff. Respond to attempts to communicate with you in a timely manner.
  • Be familiar with and follow policies. Make sure your child is equipped to succeed by following the guidelines on dress code, toys, electronic devices, attendance, schedule, etc.
  • Pick your student up on time . Respond promptly to any request to pick up sick, injured, or students behaving inappropriately.

Sick Policy (Medical Release/Consent to Treat)

A child who is sick will not be able to participate fully, and may spread illness to other children and staff. We follow the Ashland School District / Oregon Department of Education guidelines for illness. Parents should be prepared to transport ill or injured students if needed.

Your child should not participate in an ASEP class if he/she has:

  • Fever in the past 24 hours, >100.5 - Your child must be fever free for 24 hours without the use of fever reducing medication.
  • Vomiting in the past 24 hours - Your child should be symptom free for 24 hours without use of medication
  • Diarrhea in the past 24 hours (3 water or loose stools in one day with or without fever) - Your child should be symptom free for 24 hours without the use of medication
  • Any rash with or without fever, Stiff neck or headache with fever
  • Unusual behavior change, such as irritability, lethargy or somnolence
  • Jaundice (yellow color of the skin or eyes)
  • Skin lesions that are "weepy" (fluid or pus filled)
  • Colored drainage from eyes or Profuse drainage from nose with or without fever
  • Difficulty breathing or shortness of breath; serious, sustained cough
  • Strep Throat (must have been taking an antibiotic for at least 24 hours before returning to school)
  • Head lice - If your child has live lice, they should be treated with an appropriate "lice killing" shampoo/product prior to returning to ASEP. Your child may return when all live lice are eliminated. Please notify ASEP if you have found/treated your child for lice. All information is kept confidential. 
  • Symptoms or complaints that prevent the student from participating in his/her usual activities, such as a persistent cough, with or without presence of fever or the student requires more care than ASEP can safely provide.
  • Broken bones, sprains, etc. that might limit participation in activities or leave child open to re-injury or further damage to affected area

Any child exhibiting any of these symptoms during an ASEP class will be removed to the office and parents will be contacted for immediate pick-up or transfer to a medical facility.

Emergency Notification

In the event that a child becomes ill or is injured while participating in an ASEP class, the staff will attempt to notify the parent/guardian by telephone. If we are unable to contact a parent/guardian, we will call the emergency contacts listed on the registration form in order. The child will be cared for until a parent/guardian or emergency contact arrives to pick up the child. If the need is dire, staff may call for emergency transport to the nearest medical facility, and all costs resulting from that transport request and subsequent treatment will be the responsibility of the parent/guardians. The parent/guardian agrees and acknowledges that the ASEP staff has permission to administer first aid or to obtain emergency medical treatment in the child's best interest.

Visitors

No visitors or drop-in students are allowed. Anyone in an ASEP classroom over the age of 18 must pass a criminal history background check. Unregistered guests, friends, parents, siblings, and other adults who want to observe during a class must get prior consent and pass a criminal background check.

Electronic Devices

No use of personal electronic devices by students will be allowed in ASEP classrooms. Parents wishing to communicate with their students will be expected to do so through the program coordinators and the school front office, not through student cell phones. Students violating this rule by texting, making video or audio recordings, taking photographs of themselves or others, or otherwise using a personal electronic device during class may be asked to leave the program.

Loss/Damage

No pets, toys, or valuable items should come to class with students. ASEP is not responsible for loss or damage to personal items brought by students.

Students should dress in attire appropriate for the activities they are registered for, including but not limited to: comfortable active shoes, weather-appropriate clothing, clothing that can be stained or damaged, etc.

Internet Use

We follow the Ashland School District's Internet and Email Use Guidelines. Students are responsible for good behavior on Ashland School District or ASEP computer networks just as they are in a classroom or a school hallway. Communications on the network are often public in nature. General school rules for behavior and communication apply.Access to network services is given to students who agree to act in a considerate and responsible manner. Access is a privilege – not a right. Access entails responsibility. Individual users of the Ashland School District or ASEP computer networks are responsible for their behavior and communications over those networks.  It is presumed that users will comply with Ashland School District standards.  Beyond the clarification of such standards, ASEP is not responsible for restricting, monitoring or controlling the communications of individuals utilizing the network.

Within reason, freedom of speech and access to information will be honored. Violations may result in a loss of access.

The following are not permitted, violation will result in loss of access:

  • Sending or displaying offensive messages or pictures e.g.: sexual, drug, violence or alcohol related messages
  • Harassing, insulting or attacking others
  • Damaging computers, computer systems, or computer networks
  • Violating copyright laws
  • Using another’s password
  • Trespassing in another’s folders, work, or files
  • Intentionally wasting limited resources
  • Employing the network for commercial purposes
  • Undisclosed and unauthorized recording of audio, video, or images