Frequently Asked Questions

Have a question for Clubhouse Kids? Please review the questions and answers below. If you can't find the answer to your question, feel free to contact us here.



General Questions

What forms of payment does Clubhouse Kids accept?

Does Clubhouse Kids accept cash for any payments?

Can I make payments at the center?

What is Clubhouse Kids federal tax ID number (so I can deduct my child care expenses on my tax returns)?



School Year Registration Questions

How do I register my child for school year care?

Can I register for the upcoming school year before open enrollment for that year actually begins?

Can I register my child for just a few days of the week instead of the whole week?

Is the Clubhouse Kids Enrollment Application available for download on this website?

What if the school year program is already full before my child is enrolled?



School Year Program Questions

What do I do if my child is out sick?

What if I need to use drop-in care on a day that is not included in my child's normal in-plan days?

What if I need to change the days or cancel my child's enrollment plan?

How can I be sure that Clubhouse Kids staff can handle the situation if a medical emergency were to occur at the center?

How do staff members keep track of the children when on field trips?

Is Clubhouse Kids open during school holidays?

Is Clubhouse Kids open during snow days or weather related school closings?



Summer Camp Registration Questions

When does registration for summer camp open?

How do I register for the summer camp program?



Summer Camp Program Questions

Can I send my child for just a few days of the week instead of the whole week?

What do I send with my child to camp?

What if my child needs sunscreen or bug repellant during the day?

What happens if it rains?

How do you keep track of the children on field trips?

What safety precautions does Clubhouse Kids take at pools?

How does the camp staff know if my child has a medical condition that will need to be monitored while at the camp?

 



 
General Questions

Q: What forms of payment does Clubhouse Kids accept?

A: We accept MasterCard, Visa, American Express, and Discover credit card payments, as well as checks, money orders, and cashier's checks. We do not accept cash payments or post-dated checks. We thank you in advance for your understanding regarding this policy.

 

Q: Does Clubhouse Kids accept cash for any payments?

A: No. For security and accounting purposes Clubhouse Kids does not accept cash payments for monthly tuition payments, field trips, or drop-in fees. We thank you in advance for your understanding regarding this policy.

 

Q: Can I make payments at the center?

A: Currently, payments for tuition, field trips, and drop-in fees may be made at the center. However, at some point in the future, we expect to no longer accept payments at the center. We will keep you advised.

 

Q: What is Clubhouse Kids federal tax ID number (so I can deduct my child care expenses on my tax returns)?

A: Our federal tax ID number is 45-4374145 (the dash may not be needed on your form).

 


School Year Registration Questions

Q: How do I register my child for school year care?

A: To register for school year care, you can choose one of two methods. 1) Use the "Register Online" or "Parent Login" buttons at the top of this webpage to access our online Parent Portal; or 2) Complete a paper Registration & Enrollment Packet by performing the following steps:
      1) Go to our Forms page and download & print the Enrollment Application for the applicable school year.
      2) Complete all documents from the packet, and sign where applicable.
      3) Return the documents to us either via fax at (301) 685-5120, or scan and email them to us at registration@clubhousekidsonline.com.
      4) Receive an email from us confirming your child's registration at Clubhouse Kids! See you there!

 

Q: Can I register for the upcoming school year before open enrollment for that year actually begins?

A: In the interest of fairness, no, you cannot. Each year open enrollment for the upcoming school year begins on a specific, advertised, set date, giving enrolling families an equal opportunity to complete their enrollment before a waitlist may need to be started.

Currently enrolled Clubhouse Kids families receive enrollment priority each school year, by having approximately 2-4 weeks to enroll for the upcoming school year before enrollment opens to families who are new to Clubhouse Kids.

Both enrollment dates (the date for currently enrolled families, and the date for new-to-ClubhouseKids families) typically occur in spring, typically in or just outside of April, and about 3 weeks apart from each other.

 

Q: Can I register my child for just a few days of the week instead of the whole week?

A: Absolutely. Clubhouse Kids offers school year Before & After care plans for 1, 2, 3, 4, or 5 days per week of either before school care only, after school care only, or both before and after school care. When enrolling in a part time plan, the selected days/times days would be the same days/times each week and would not be interchangeable.

Additionally, when enrolling in a Before and After School Care plan, the morning days and afternoon days must be the same days. In other words, for example, when enrolling in a 3 Days per Week Before and After School Care plan, the AMs and PMs would need to be the same 3 days. If different days were needed for the AMs and PMs, then a 3 Days per week Before School Care plan would need to be enrolled, and a separate 3 Days per Week After School Care plan would need to be enrolled.

For example, if care was needed on Monday, Tuesday, and alternating Wednesday & Thursdays depending on the week, then the best choice would be to enroll in a 4 days per week plan to cover both Wednesdays and Thursdays every week. Or if you would prefer, you could choose to enroll in a 3 days per week plan and use drop-in care when needed for the extra day.

 

Q: Is the Clubhouse Kids Enrollment Application available for download on this website?

A: Yes the Enrollment Application is available for download on our Forms page. You will find it near the top of the page in the appropriate school location that you are interested, and titled "Clubhouse Kids - School Year Child Care Enrollment Packet".

 

Q: What if the school year program is already full before my child is enrolled?

A: Let us know if you need to register your child but find that we are full. In that situation, we will start a waitlist. Frequently, before each school year begins there will be a bit of shuffling with enrolled students as the plans of some families change causing children to switch schools etc. As this occurs, spaces in each Clubhouse Kids location typically will open here and there before school begins.

 


School Year Program Questions

Q: What do I do if my child is out sick?

A: If your child will be out of the center due to illness or another reason, we ask that you notify us as soon as possible, either by phone or by email at info@clubhousekidsonline.com. The Clubhouse Kids main office phone is (301) 685-5100.

If we are not notified of a child's absence, a staff person will search the school for the "missing" child and may eventually call the parent. If instead, we receive communication beforehand notifying us that a child is out sick, that staff person will be able to spend their time interacting with the children in the center instead. :-)

 

Q: What if I need to use care on a day that is not included in my child's normal in-plan days?

A: Drop-in care is available on a space-available basis. Parents must make arrangements with the center director at least 1 day prior to the day that drop-in care is needed. Feel free to notify the director as much as 1 week before the day that drop-in care will be needed to give us plenty of notice. Drop-in care availability is not guaranteed (for example, if the center is at it's full capacity on a given day).

Please note: Drop-in care fees are due and payable at the time of service. If not paid at the time of service, payment arrangements must be made with the Clubhouse Kids office within 24-hours, or suspension may result.

 

Q: What if I need to change my child's scheduled attendance days/in-plan days or cancel my child's enrollment plan?

A: Clubhouse Kids requires 2-weeks written notice of any change to an enrollment plan, or withdrawal from an enrollment plan. Please either use the "Register Online" or "Parent Login" buttons at the top of this webpage to access our online Parent Portal, or download a Change/Withdrawal Form from our Forms page, or obtain a Change/Withdrawal Form from the child care center director. Then complete the form and submit it to the director. The change/withdrawal will take effect 2-weeks from the date submitted.

 

Q: How can I be sure that Clubhouse Kids staff can handle the situation if a medical emergency were to occur at the center?

A: The Maryland State Department of Education-Office of Child Care (MSDE-OCC) guidelines require at least one CPR & First Aid certified staff person to be at the center for every 20 children in attendance.

Clubhouse Kids goes above and beyond that requirement and requires all regular staff at the center to be CPR & First Aid certified prior to being able to work there.

We also have set procedures in place which include contacting emergency services at 911, and/or contacting a parent if necessary in the event of a medical emergency.

 

Q: How do staff members keep track of the children when on field trips?

A: On all Clubhouse Kids fields, the children wear their Clubhouse Kids logoed lime-green t-shirts to help ensure the safety and instant visual identification of all of our children. These shirts are an additional safety measure that we take to assist us in being able to quickly identify our children while on field trips.

Clubhouse Kids staff members accompany the children at all times throughout the entirety of each field trip, and take several scheduled attendance counts throughout each trip. All Clubhouse Kids staff are equipped with cell phones and walkie-talkies to keep in contact with each other, and with their Camp Director for continuous communication. The children’s safety is our top priority.

The Maryland State Department of Education - Office of Child Care (MSDE-OCC) requires a minimum staff to child ratio of 1:15 (1 staff member to 15 children). Clubhouse Kids is proud to boast that we maintain higher than the MSDE-OCC required staff-to-child ratio at all of our centers during school year and summer camp child care sessions. On field trips we increase that ratio, typically to a minimum ratio of 1:8, and depending upon the field trip scheduled, at times an even tighter ratio of 1:6. Parents are always welcome to join us to give us an extra set of eyes on the children.

 

Q: Is Clubhouse Kids open during school holidays?

A: Clubhouse Kids is scheduled to be open during all teacher professional days, whether full days off from school or half days off from school for students. We are also open on many other school holidays and snow days.

If a school holiday, half day, or snow day (more snow day info below) falls on one of your child's normally in-plan days/times, and Clubhouse Kids is open, then your child can attend care at no additional cost. Please refer to your center Director, or contact the main office at (301) 685-5100 for more detailed information.

 

Q: Is Clubhouse Kids open during snow days or weather related school closings?

A: If school closes early due to inclement weather, Clubhouse Kids will open at the school’s early-release-time and will plan to remain open until the normal closing time, however;

If the public school system's Administrative Offices close early due to inclement weather, or if Administrators at our host school ask us to close early due to inclement weather, Clubhouse Kids will close early. In that event, Clubhouse Kids staff will call the parents of all children in attendance to notify them of the early closing, and to request that they come to pick up their child within a 2-hour time period. If a parent cannot arrive within the given timeframe, Clubhouse Kids staff will request that the parent make arrangements to allow one of their alternate contacts to pick up their child. If an alternate contact person is not available to pick up the child, then a staff member will stay on site until the parent arrives.

If by 5:45am on a given morning Frederick County Public Schools (FCPSS) announces that schools are closed, and the public school system's Administrative Offices are closed or opening late, Clubhouse Kids will close or will open at the same time as the Administrative Offices. We will make a decision and post our opening status on our website by 6:00am. We will also send an email to parents as to the status of our opening.

When inclement weather occurs, our opening status will be posted on the front page of our website.

Please remember that the decision whether to open or not is determined by several factors. We consider the severity of the condition of the roads, sidewalks, and the parking lot of the school, as well as the weather forecast. Your child’s and our staff’s safety is paramount in this decision. Clubhouse Kids reserves the right to close early or open late at our discretion due to inclement weather.

 


Summer Camp Registration Questions

Q: When does registration for summer camp open?

A: Summer Camp weekly session registration typically opens in late winter/early spring for the upcoming summer. Each weekly summer session will remain open for registration until all spots are filled, or until the Friday before each week of camp.

Please note: Last summer, most weeks of camp filled completely and all other weeks had only 1-3 spaces open for enrollment. We had to turn away several late-enrolling children who wanted to enroll in the weeks that were already full. Don't let that happen to you! Enroll as early as possible! For additional Summer Camp registration information, please go to our Forms page and download the Summer Camp Enrollment Application Packet.

 

Q: How do I register for the summer camp program?

A: To register for summer camp, you can choose one of two methods. 1) Use the "Register Online" or "Parent Login" buttons at the top of this webpage to access our online Parent Portal; or 2) Complete a paper Summer Camp Registration & Enrollment Packet by performing the following steps:
      1) Go to our Forms page and download & print the Enrollment Application for the applicable school year.
      2) Complete all documents from the packet, and sign where applicable.
      3) Return the documents to us along with the registration fee and deposits for the weeks of camp being requested either by faxing to us at
         (301) 685-5120, or by scanning and emailing them to us at registration@clubhousekidsonline.com.
      4) Receive an email from us confirming your child's registration at Clubhouse Kids! See you there!

 


Summer Camp Program Questions

Q: Can I send my child for just a few days of the week during summer camp, instead of the whole week?

A: Unfortunately, no. Clubhouse Kids Summer Camps operate on a weekly basis. This means that your child can attend for as few as one week of the summer, or as many as every week of the summer (except the week before the next school year when we are closed for trainings and orientations), or any number of weeks in-between.

If your child is unable to attend all of the days during his/her scheduled week, you will still be responsible for the full week's tuition. Missed days will not be pro-rated, refunded, exchanged, or credited for any reason. Days missed during a camp week are not able to be made-up during another camp week.

 

Q: What do I send with my child to camp?

A: Send your child with a backpack or bag for their belongings. In their backpacks, please send a bathing suit, a towel, extra sunscreen, and a non-perishable disposable bag lunch & drink. Please remember to label your child’s belongings (permanent markers are available at the center in case you forget). Children are not encouraged to bring valuables to camp (i.e. cell phones, video games, collector cards, jewelry, etc.), however, with a signed parental permission form, personal electronics such as iPods, Nintendo DS's, tablets, etc may be allowed.

 

Q: What if my child needs sunscreen or bug repellant during the day?

A: No problem. Clubhouse Kids staff will assist your child with the application of any "spray applied" sunscreen or bug repellant. Simply complete the Medication Administration Authorization Form 1216 (available on our Forms page), and turn it in along with the sunscreen or bug repellant to the center director. For sunscreen and bug repellant, only a parent signature is required on the form.

 

Q: What happens if it rains?

A: At Clubhouse Kids we see rainy days as an opportunity to do something different. :-) The Clubhouse Kids staff have a variety of fun and exciting rainy day options. Please check with the director or the Clubhouse Kids office if you have any questions.

 

Q: How do you keep track of the children on summertime field trips?

A: On scheduled field trip days, campers wear their Clubhouse Kids logoed lime-green t-shirts to help ensure the safety and instant visual identification of all of our campers. These shirts are an additional safety measure that we take to assist us in being able to quickly identify our children while on field trips.

Clubhouse Kids staff members accompany the children at all times throughout the entirety of each outing, and take several scheduled attendance counts throughout each outing. All Clubhouse Kids staff are equipped with cell phones and walkie-talkies to keep in contact with each other, and with their Camp Director for continuous communication. The children’s safety is our top priority.

The Maryland State Department of Education - Office of Child Care (MSDE-OCC) requires a minimum staff to child ratio of 1:15 (1 staff member to 15 children). Clubhouse Kids far exceeds this ratio by scheduling staff to maintain a minimum ratio of 1:10 staff to children when at the center. On field trips we increase that ratio to a minimum of 1:8, and depending upon the field trip scheduled, at times an even tighter ratio of 1:6. Parents are always welcome to join us to give us an extra set of eyes on the children.

For swimming-pool-specific field trip information, please see the question and answer below.

 

Q: What safety precautions does Clubhouse Kids take at pools?

A: Upon each camper's first day at the pool with Clubhouse Kids for the season, their swimming abilities will be evaluated by lifeguard personel at the pool. The results of the evaluation (and whether the child has given parent permission to Clubhouse Kids staff) will determine whether the child is allowed past the "shallow end" of the pool or not.

In addition to the certified lifeguards who are on staff at the pools and water parks that we visit, The Clubhouse Kids staff are in the water as well as spotting the children from the pool deck.

Each child wears an easily identifyable waterproof Clubhouse Kids wristband to identify them as being with Clubhouse Kids. The color of their wristband also clearly identifies whether the child is, or is not, allowed past the "shallow end" of any pool.

All Clubhouse Kids staff are certified in First Aid and CPR. We do not depend solely on lifeguards to watch the children but instead, work with them, ultimately relying on our staff to be accountable for your child’s safety.

Attendance is taken before the children step out of the bus/van, after they enter the pool property, at regular intervals during the day, before exiting the pool property, and again when on the bus/van. Again, your child’s safety is our top priority.

 

Q: How does the camp staff know if my child has a medical condition that will need to be monitored while at the camp?

A:The parent-completed Clubhouse Kids Enrollment Application includes a section for parents to indicate any medical conditions their child may have. When children with medical conditions are enrolled, the Camp Director and camp staff are notified and trained on a need to know basis of your child’s medical conditions.

If you have concerns about your child, please do not hesitate to talk to your child’s center director or the Clubhouse Kids office. All medical information is handled with strict confidentiality.

All Clubhouse Kids child care center staff are certified in First Aid and CPR and have passed a Maryland State approved Medication Administration Training Course.