PARENT HANDBOOK 26-27
CLUBHOUSE IS A FUN AND POSITIVE ENVIRONMENT FOR CHILDREN TO LEARN AND GROW EVERYDAY AFTER SCHOOL.
WELCOME TO CLUBHOUSE!
TABLE OF CONTENTS
This handbook contains important information.
Babysitting Policy.........................................................8
Please review it in its entirety and keep handy as long as your child is enrolled in the program. The completion of Clubhouse Registration indicates parent/guardian and student(s) agreement and acceptance of Clubhouse policy and adherence to all rules and regulations found in the provided Handbook.
Billing Calendar......................................................... 12 Computer/Internet Policy...........................................8 Declined Auto-Pay and Returned Checks.................6 Discounts......................................................................6 Dispensing of Medication...........................................9 Electronics Policy..........................................................8 Emergency Procedures...............................................7 Enrollment....................................................................4 Fixed Tuition Plans.......................................................4 Fixed Tuition Rates................................................... 11 Flexible Tuition Plan (Drop-In)....................................6 Injury Reporting...........................................................9 Late Payment................................................................7
CODE OF CONDUCT
Late Pick Up Fee...........................................................7
LGS Recreation is committed to providing a safe and welcoming environment for participants, visitors, and staff. Individuals are expected to conduct themselves in an appropriate manner at all times and adhere to all program, District, Local, State, and Federal Laws, Regulations, and/or local ordinances with regard to behavior. Failure to comply may result in losing the temporary or permanent privilege of using LGS facilities and/or participating in programs. LGS Recreation reserves the right to refuse service to anyone for any reason that does not violate federal, state, or local discrimination laws.
Locations and Contact Information...........................5 Minimum Days.............................................................7 Parent/Guardian Code of Conduct......................... 10 Past Due Accounts.......................................................7 Payment Dates.............................................................6 Program Absences.......................................................9 Program Invoice-Billing...............................................6 Program Operating Days............................................4 Program Overview.......................................................4 Program Snack.............................................................8 Registration Fee...........................................................4 Sick Child Policy............................................................8 Sign Out Authorization Policy.....................................9 Student Discipline..................................................... 10 Subsidized Payments..................................................6 Tuition Change Forms.................................................7
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PROGRAM OVERVIEW
ENROLLMENT
Operated by Los Gatos-Saratoga Community
To enroll for Clubhouse, an online registration
Education and Recreation (LGS Recreation),
application must be completed and approved before
Clubhouse provides a safe, healthy and nurturing
any student can attend the program. All students
childcare environment on-site TK – 5th grade
must register for Clubhouse each year. All students
students. The program is intentionally designed by
registered for Clubhouse must attend that school
trained staff to offer a variety of engaging activities
during the regular school day.
that incorporate academics, youth development and recreation. Participants attending Clubhouse
REGISTRATION FEE
Programs must be potty trained at the time of the
A nonrefundable one-time registration fee of $75 &
first day of program.
$25 per additional child/per school year is due at the
PROGRAM OPERATING DAYS Clubhouse follows the school year calendar. The program is available when there is instruction for students and closed on school holidays and staff development days. Holiday camps are typically offered on non-instructional days at an additional cost-program flyer released closer to date(s).
time of registration. A nonrefundable one-time registration fee of $75 for the first child and $25 for additional children. This is due at the time of registration.
FIXED MONTHLY TUITION PLANS Fixed tuition plans include 5-day and 3-day options.
Clubhouse Closure Dates:
Fees are based on 180 instructional days, divided into
•
September 7, 2026 - Labor Day
ten equal monthly payments (August – May). Fee is
•
November 11, 2026 - Veterans Day
•
November 26-27, 2026 - Thanksgiving Break
•
December 24-25, 2026 - Holiday Break
•
December 29, 2026 - New Year’s Eve
•
January 1, 2027 - New Year’s Day
•
January 18, 2027 - Martin Luther King
•
February 15 ,2027 - Washington’s Birthday
•
February 19, 2027 - Lincoln’s Birthday
•
May 31, 2027 - Memorial Day
charged at the beginning of the month (see Billing Calendar for specific payment dates). There are no credits/refunds issued for any missed tuition days or for early pick up days.
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LOCATIONS & CONTACT INFORMATION BLOSSOM HILL CLUBHOUSE
DAVES AVE CLUBHOUSE
LEXINGTON CLUBHOUSE
VAN METER CLUBHOUSE
408.335.2131 blossomch@lgsrecreation.org
408.335.2157 lexingtonch@lgsrecreation.org
408.335.2223 davesch@lgsrecreation.org
408.335.2244 vanmeterch@lgsrecreation.org
Daves Avenue Clubhouse Blossom Hill Clubhouse
Van Meter Clubhouse
Lexington Clubhouse
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FLEXIBLE TUITION PLAN (DROP-IN CARE)
DISCOUNTS
Billed in hourly increments, flexible drop-in care is
A 10% discount on a fixed tuition schedule will be
offered for your convenience. Pre-registration is
applied for each additional sibling registered. We
required and done through the Parent Portal.
also offer district employee discount for members
Electronic notification is sent to all families
of the JPA. A 10% discount will be applied to those
when monthly calendar is available for drop-in reservations. Cancellations must be done via email to
There will be one primary user identified per family.
who qualify.
clubhouse@lgsrecreation.org 24 hours in advance
SUBSIDIZED PAYMENTS
or they will not be honored. Payment for the time
LGS Recreation does accept payments from outside
services provided will be processed at the end of
agencies who subsidize individual student child
every business day. A valid credit card must be saved
care. Upon enrollment in the program, the parent
on file. No shows scheduled to attend Clubhouse
must provide the official signed contract from the
will automatically be charged a fee of $26 for a
approving agency. Children cannot start without
Monday, Tuesday, Thursday or Friday and $39 for a
a current contract letter. Parents are responsible
Wednesday (minimum day).
for the registration fee. If the agency pays that fee,
PAYMENT DATES All auto-pays are processed by credit card, on the processing date indicated on the Billing Calendar for
the parent shall be reimbursed. Parents are also responsible for the co-pay for difference in price between agency payment and tuition costs.
school office or at Clubhouse. Flexible Drop-In Care
DECLINED AUTO-PAYS & RETURNED CHECKS
is charged at the end of every business day.
A $20.00 fee is incurred for declined auto-pays and
Fixed Tuition Plans. Payments are not accepted at the
PROGRAM INVOICE-BILLING Clubhouse billing is paperless. For fixed tuitions, if you do not receive an invoice via email on or by the invoice date indicated on the Billing Calendar, log in to the customer portal to check your balance due
checks returned for NSF or stop payments. Please note your credit card’s expiration date on file to avoid this fee. Returned checks are not re-deposited so payment must be made in a different form. Failure to remit payment on returned auto-pays/returned, stopped checks will result in loss of Clubhouse privileges.
or contact LGS Recreation’s Clubhouse Accountant. It is your responsibility to review monthly invoice/ charges and contact LGS Recreation to discuss any discrepancies. After 30 days, all charges will be considered accepted/final and no adjustments will be made.
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TUITION CHANGE FORMS
LATE PICK UP FEE
Changes to a student’s tuition plan must be
A $25.00 charge will be incurred per fifteen minutes
processed prior to the cutoff date noted on the Billing
for each student still checked-in at
Calendar. Tuition plan changes must be documented
Clubhouse after program closing time.
on a Change Form available at your student’s Clubhouse and submitted to Clubhouse staff for processing. A $15 fee is incurred for processing each change. Please see the Billing Calendar for specific change/ cancellation cut off dates.
IMPORTANT: The local police department/social services will be contacted if your student is still present 30 minutes after Clubhouse closing time and we have not heard from you or an authorized pick-up.
LATE PAYMENT
MINIMUM DAYS
A 10% late fee on any balance owed will be charged
Students who do not have a Minimum Day as one of
for past due payments. An account is considered delinquent when a past due balance is present. If payment is late more than twice in a school year, payment will be required in advance. LGS Recreation reserves the right to terminate participation when payment is more than 10 days late two times or more in a single school year.
their scheduled tuition days may attend Clubhouse only if they are pre-register as “Drop-In” for the day. Pre-registration may only be done through the Parent Portal and space availability is limited.
EMERGENCY PROCEDURES Clubhouse staff will follow the emergency guidelines
PAST DUE ACCOUNTS
as set by the school district and LGS Recreation.
LGS Recreation’s Clubhouse Accountant will notify
procedures. All Clubhouses have cell phones and
you once via email and once by phone when your account is past due. We reserve the right to suspend student participation when payment is not made within 10 calendar days of the due date. Past due accounts greater than 61 days will be automatically
Clubhouse staff are trained on all emergency hand-held radios to communicate in the event students are separated throughout the site. All Clubhouse sites will be equipped with emergency supplies and first aid kits.
sent to collections and parent/guardian will be responsible for reimbursing LGS Recreation for all collection fees incurred.
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PROGRAM SNACKS
SICK CHILD POLICY
Clubhouse will do its best to provide children with
The safety of every child in our care is a top priority
a variety of snacks that are both nutritious and that
for LGS Recreation. Please be aware that if a child
children will enjoy. Should your child have a food
displays any of the following symptoms, we request
allergy please provide in writing. Clubhouse will
he/she be kept at home:
do its best to provide a substitute snack based on
•
High Temperature (100 degrees or higher)
snack that meets their particular needs.
•
Cough
ELECTRONICS/ INTERNET POLICY
•
Nausea
•
Shortness of breath/difficulty breathing
•
Diarrhea or vomiting
•
Chills
•
Night sweats
•
Sore Throat
•
Muscle/body aches
•
Loss of taste/smell
•
Headache
•
Confusion
Clubhouse program, employees, or volunteers, and
•
Any contagious ailments, i.e. pink eye
these parties are NOT responsible and will NOT pay
If a child develops any of these symptoms, the child
for lost, stolen, or broken items.
will be isolated, and parent(s)/guardian(s) will be
Computer use and internet access are not rights but
notified and asked to pick up the child as soon as
current inventory or you may send your child with a
Clubhouse follows the rules of the regular school day with regards to cellular phones, tablets and other electronic devices. Items brought or used on campus in violation of school policy are confiscated and returned only to the parent/ guardian. Similarly, items brought or used on campus in violation of campus policy are NOT the responsibility of LGS Recreation,
privileges with responsibilities. Staff may revoke these at any time. Participants are expected to abide by the general rules of electronic etiquette. Inappropriate
possible. If a child does not attend school or is sent home from school the child may not attend Clubhouse.
uses will result in suspension or termination from program.
BABYSITTING POLICY Staff may not use their position with the Agency or information gained because of their position with the Agency (phone number or email) to solicit or accept outside work. There can be no correlation between the employees’ workday and extra-curricular childcare. Meaning they cannot connect hours of operation of the program to any additional care.
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PROGRAM ABSENCES
DISPENSING OF MEDICATION
Please notify the site as early as possible by calling
Before medication is dispensed to a participant,
the Clubhouse site phone number when your child
a Permit to Administer Medication form must be
is absent from the regular school day or will be
completed and submitted by a parent/guardian.
picked up after school and not attend Clubhouse.
The form can be obtained at the Clubhouse from the
If there is no answer when calling, please leave
Clubhouse Site Supervisor. All medication must be
a message containing the name of your student
prescribed by a physician, in the original container/
and date. Do not call the school office to notify
packaging and contain the child’s name on the label.
Clubhouse.
Such medications will be stored according to the
If a student is scheduled to attend Clubhouse but
instructions on the label, kept beyond the reach of
does not check-in to Program within 30 minutes of their school release time and Clubhouse staff have not been notified that the student will be absent,
children, and returned to the parent/guardian when no longer needed.
program staff will attempt to contact a parent/
INJURY REPORTING
guardian by phone to ensure the student is located
Minor student injuries sustained during the program
If the staff member is not able to contact anyone
are reported to parents/guardians verbally during the
in person, he or she will leave a message. Please
time of child pick up. Families are called immediately
return our call as soon as possible.
in the event of a serious, questionable, or head injury.
In the event Clubhouse must temporarily cease
SIGN-OUT AUTHORIZATION POLICY
in-person operations due to federal, state or local order or directive, the requirements set forth in the Billing Calendar to make any changes to a student’s tuition plan, including withdrawals, shall still apply. Families who continue to make payments after a temporary cessation of in-person operations, instead of withdrawing, shall have their places in the program reserved upon resumption of operations. Continue any virtual or at-home activities as applicable. Prorates and refunds are not available
No persons other than those identified on your child’s registration information (emergency contact/ authorized pick-up) will be allowed to sign your child out of Clubhouse. Any changes to this information will not be accepted by phone. Please login to the customer portal to edit/update your child’s emergency contact/authorized pick-up information. Always be prepared to show photo ID.
for school absences.
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PARENT/GUARDIAN CODE OF CONDUCT Parents/guardians of children participating in
If a student does not adhere to our behavior guidelines, the following process will be implemented:
Clubhouse are expected to show courtesy and respect for all participants and LGS Recreation personnel. Obscene, derogatory, and abusive language or behavior is prohibited. Any violations to this Code of Conduct could result in participant suspension up to termination of services.
STUDENT DISCIPLINE One of our goals is to help your child develop a
1. Verbal warning. 2. Student Behavior Notification Report to be completed by program staff, then to be reviewed and signed by parent/guardian.
positive self-image. We recognize that children need
3. Behavior Contract introduced and
clearly defined limits set in a non-threatening yet firm
Parent Meeting is initiated by the
environment. Our staff is trained and expected to use
Site Supervisor. In order for the
Conflict Resolution techniques to help resolve and diffuse stressful situations between students. To encourage children to be self-directed and exhibit self-control, we apply principles that build individual esteem and avoid any practices which may hinder a child’s confidence. Children are provided close supervision, gentle guidance, and redirection. When
student to continue in program, the Behavior Contract must be signed and returned. 4. Suspension from the program. 5. Termination from the program.
these steps do not achieve the desired result, we then follow the discipline steps listed in the Parent Handbook. We DO NOT condone nor employ corporal punishment. The Agency reserves the right to accelerate or skip steps in the discipline process, up to and including immediate dismissal from the program, when the nature or severity of the behavior warrants it.
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FIXED TUITION RATES
PRICING SHEET 2026/2027
Los Gatos Union School District Sites Enrollment Opens: July 6th
FEES ARE ON A MONTHLY BASIS Schedule and rates are subject to change with developing school schedule. Please note: AM Care is currently not available.
First Day of School: August 13th
Grades
Location
TK/K
All
TK/K
All
TK/K
All
1-5
All
TK/K
All
Fixed Tuition Plans All 5 Days Any 3 Days *Kinder Care Early Release 8/13-8/28 Kinder Care (Until 3:00PM) Kinder Care (Until 5:00PM) After Care (Until 5:00PM) Extended Care (5:00PM-6:00PM)
$161
$96
$489
$329
$1013
$636
$792
$530
$310
$189
*From August 13th - August 28th, TK/Kinder students are released early from school
Additional Fees & Discounts Drop In Care
$24/hour
*Registration Fee
$75 & $25 per additional child
Sibling Discount
10%
*Sibling discount not applicable to registration fee
408.354.8700 clubhouse@lgsrecreation.org 123 E. Main St, Los Gatos, CA 95030
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BILLING CALENDAR The first month’s tuition fee will be charged automatically at the time registration is approved. Below is this year’s monthly billing calendar.
Billing Calendar 2026-2027 Month
Change Form Due
August
---
Invoice Date
Payment Due At the time of registration
September
August 21st
September 1st
September 8th
October
September 18th
October 1st
October 8th
November
October 16th
November 2nd
November 9th
December
November 13th
December 1st
December 8th
January
December 11th
January 4th
January 11th
February
January 15th
February 1st
February 8th
March
February 19th
March 1st
March 8th
April
March 19th
April 1st
April 8th
May
April 16th
May 3rd
May 10th
June
-
June 11th
June 18th
408.354.8700 clubhouse@lgsrecreation.org 123 E. Main St, Los Gatos, CA 95030
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WE LOOK FORWARD TO GROWING WITH YOUR FAMILY.