FAQs and Club Policies and Procedures

1. What are the After School Clubs?
2. What are the prerequisites for participation?
3. When do clubs meet?
4. When is registration?
5. How do I register?
6. How do I pay?
7. What is the policy on refunds?
8. Is financial assistance available?
9. What happens if a club is oversubscribed?
10. What happens if a club is cancelled due to low enrollment?
11. How will I know if my child is registered to clubs?
12. How will my child get to the clubs?
13. How is attendance monitored?
14. How do I pick up my child from the clubs?
15. What if there are weather-related or other cancellations?
16. What happens if my child takes medication?
17. What is the policy on food?
18. What is the policy on disciplining disruptive behavior?


1. WHAT ARE THE AFTER SCHOOL CLUBS?
The Fox Meadow After School Clubs program is designed to provide enriching experiences for Fox Meadow children in a familiar environment after the school day ends.  A variety of clubs are offered each semester and are taught by talented, paid professionals, including several members of the Fox Meadow faculty.  The after school clubs program is organized and administered by Fox Meadow PTA volunteers, and is not affiliated with the Scarsdale School District.

2. WHAT ARE THE PREREQUISITES FOR PARTICIPATION?
Your family must be a member of the 2012-2013 Fox Meadow PTA in order for your child/ren to participate in clubs.

3. WHEN DO CLUBS MEET?
Clubs meets once a week from either 3:10-4:10 pm or from 4:15-5:15 pm, depending upon the specific club.  Club dates vary to accommodate holiday/school schedules, so please visit the calendar section of this site and check the information carefully.

4. WHEN IS REGISTRATION?
Registration for the Fall 2012 session will run from Monday, September 10th through Friday, September 14th.  Registration for the Winter/Spring 2013 session will run from Monday, January 7th through Friday, January 11th.  Enrollment is NOT done on a first-come/first-served basis and enrollment is determined by lottery in the event a club is oversubscribed. 

5. HOW DO I REGISTER?
Registration will be processed on-line only.  The on-line registration page on this site will be live only during the registration period.  The registration process requires that each family complete the on-line PTA membership registration form (once per school year) and then use the on-line PayPal system to select and pay for each club.  You do NOT need to have a PayPal account in order to use this system.  The e-mail address you provide for the PayPal transaction is the address that will be used for all club-related e-mails from PayPal and from the Club Administration, so please select your e-mail account carefully.

6. HOW DO I PAY?
Payment for all clubs must be done on-line through PayPal, which accepts all major credit cards (Visa, MasterCard, American Express, Discover) and debit cards.  You do not need to have a PayPal account in order for your payment to be processed.  Upon completing the on-line process, you should receive an e-mail confirmation from PayPal.  If you do not receive an e-mail, you did not register successfully and your payment was not processed.  Paper registration forms and checks are neither available nor accepted.

7. WHAT IS THE POLICY ON REFUNDS?
Please make your selections carefully as there are no refunds except for students excluded due to lottery.

8. IS FINANCIAL ASSISTANCE AVAILABLE?
Scholarships are available for those in need.  Completed applications must be submitted during the open enrollment period.  Please download a scholarship application and then make arrangements to meet with the Principal or Teacher-in-Charge to obtain their approval and signature.  Information about scholarships awarded will remain strictly confidential.

9. WHAT HAPPENS IF A CLUB IS OVERSUBSCRIBED?
Enrollment is NOT done on a first-come/first-served basis.  If a club is oversubscribed, a lottery system will be used to determine enrollment.  After the lottery, children excluded from their first choice clubs will have an opportunity to choose between receiving a refund or enrolling in an alternate open club. If your child did not get into your first choice of club in the Fall session due to lottery, you will receive automatic priority to enroll in the same club during the Winter/ Spring registration period.  Priority placement will not carry over from one school year to the next.

10. WHAT HAPPENS IF A CLUB IS CANCELLED DUE TO LOW ENROLLMENT?
If a club is cancelled due to low enrollment, you will receive an e-mail directly to you at the e-mail address you provided during the PayPal checkout process.  At that time, you will be offered the choice between receiving a refund or enrolling in one of the open clubs.

11. HOW WILL I KNOW IF MY CHILD IS REGISTERED FOR CLUBS?
Once registration is finished, you will receive an e-mail directly to you at the e-mail address you provided during the PayPal checkout process.  If your child did not get a spot in an oversubscribed club, you will be offered the choice between receiving a refund or enrolling in one of the open clubs.

12. HOW WILL MY CHILD GET TO THE CLUBS?
Kindergarten and first grade children are picked up at the classroom by chaperones and taken to their clubs.  Children in the second through fifth grades must go to their clubs by themselves.  Please inform us if your child is new to Fox Meadow, and we will arrange for a chaperone to provide assistance.

13. HOW IS ATTENDANCE MONITORED?
Both club instructors and chaperones take attendance to ensure that all children who were in school that day arrive at their assigned clubs.  If your child attends school but will not be going to his/her club that day, please notify the school office and the Club Administrator so that chaperones will be aware of the dismissal change.

14. HOW DO I PICK UP MY CHILD FROM THE CLUBS?
Children must be picked up promptly at the designated club room.  You must enter the building through the door by the teachers' parking lot.  Do NOT use and do NOT enable anyone else to use any other building entrances as that could compromise after-hours security and the safety of the children in the building.  Please leave yourself ample time to park legally in the street in observance of any applicable "no parking" signs.  Do NOT park in the driveway of the teachers' parking lot or in any other area not specifically designated for parking.  Failure to be on time for pick-up will result in fees and/or removal from club participation without refund.

15. WHAT IF THERE ARE WEATHER-RELATED OR OTHER CANCELLATIONS?
Clubs are not held if school is cancelled due to inclement weather. The District's phone system will alert you to any school closing. It is NOT possible for the club administration to call each family enrolled. In the event of an unforeseen cancellation of a specific club due to instructor illness or other unexpected circumstances, every effort will be made to contact families.  If necessary, our chaperones will supervise children until they are picked up.

16. WHAT HAPPENS IF MY CHILD TAKES MEDICATION?
Please note that the school nurse leaves at 3:00 pm and her office is locked at that time.  We are not able to access medication or files during after school club hours.  Any child old enough to self-medicate must submit a "self medicating release form" signed by his/her physician and carry his/her medication.  Children who are unable to self-medicate must have a parent or caretaker available to assist them in case of an emergency.  Chaperones have a first aid kit to handle minor injuries.  They are not trained to administer medications (including epi-pens).  In case of an emergency, the chaperone or the club instructor will call 911 and notify the parents.  Please make sure you submit updated emergency contact information on the PTA membership online registration form.  As a general rule, parents are not allowed in the classroom while clubs are in session.  However, if your child has a medical or allergy issue, a parent or babysitter is allowed to wait outside the classroom.

17. WHAT IS THE POLICY ON FOOD?
Students are permitted to eat a tree nut-free/peanut-free snack in between classes and clubs. Please read labels to be sure the snack is not processed in a facility that also processes tree nut or peanut products.  Students are not permitted to bring food into the club classrooms.

18. WHAT IS THE POLICY ON DISCIPLINING DISRUPTIVE BEHAVIOR?
For the safety and enjoyment of all children in the clubs, appropriate behavior is required, consistent with what is expected in any classroom at the Fox Meadow School.  You will be notified if your child engages in disruptive behavior.  If the disruptive behavior continues, your child may be removed from all future sessions of the club and no refund will be given.