3.0 Enrollment Policies and Procedures
3.1 Application for Enrollment & Waiting List
Application for enrollment of children ranging in age from six weeks through entering kindergarten will be considered without regard to race, color, religion, sex, or national origin. However, priority will be given as follows:
Siblings of children currently enrolled at FEELC will have first priority for admission to FEELC. (Follows priorities as listed below in #2-10)
2. EPA or NIEHS/NIH federal employee parent
3. Other federal employee parent
4. EPA or NIEHS/NIH Post-Doc, Visiting Fellow or other trainee parent
5. First Environments employee parent
6. EPA or NIEHS/NIH contractor parent; unless covered in item 4 above.
7. EPA or NIEHS/NIH employee grandparent
8. EPA or NIEHS/NIH Guest Researcher parent
9. EPA or NIEHS/NIH federal retiree parent
10. General Public parent
3.1.1 Part-time Enrollment
First Environments Early Learning Center wants to make a difference in the lives of families and understands that parents or guardians may have different working schedules and childcare needs. To accommodate the needs of families, we offer some part-time enrollment opportunities when available. Policies that apply to all part-time enrollees are as follows:
Families with part-time enrollment spots will pay their prorated portion of the tuition directly to FEELC through the Tuition Express draft.
As with full-time enrollees, tuition payments are required for your agreed upon schedule whether or not the child is in attendance.
Part-time enrollees are also subject to the 30-day withdrawal notice requirement except for those who are given a 60-day notice by FEELC.
Additional policies for the two types of part-time enrollment (permanent part-time spots and shared spots) are described below.
3.1.1.1. PERMANENT PART-TIME SPOTS (Open to families who qualify for the federal tuition rate)
FEELC provides (2) permanent part-time spots per toddler, middler, preschool, and pre-K age group (not classroom) for families who qualify for the federal tuition rate. Schedules are based on either 5- or 6-days per bi-weekly tuition period and must be confirmed with the administration as well as the individual classroom teachers. Once confirmed, these days become your set schedule. This helps ensure proper classroom ratios are maintained, schedules are communicated, and correct tuition drafts are made. Set schedules are also essential for ensuring special dietary restrictions are accommodated on the proper days.
Changes to Part-Time Schedule
Any changes to your child’s schedule must be communicated in writing to the administration and classroom teachers as soon as possible.
a. Switching of Days - If you would like to switch days in attendance without changing the total number of days attended within a bi-weekly tuition period, then a written request must be submitted to FEELC administration and your classroom teachers and be approved. The switching of days should be limited to (2) times per month to minimize disruption in your child’s routine as well as the classroom. The tuition will not be different as long as the total number of days is the same within a bi-weekly tuition period.
b. Additional Days Requested - Requests for additional days are limited to (2) days per month and require advanced notification of FEELC administration and classroom teachers. Additional days will be charged per additional day attended.
NOTE: Any special requests for more than (2) additional days in the same month will need to be requested in writing to the FEELC Director (with a copy to the Enrollment Specialist) and also communicated to the classroom teachers if approved.
Converting a Permanent Part-Time Spot to Full-Time
A permanent part-time enrollee can convert to a full-time spot in their classroom by requesting full-time enrollment through the FEELC administration at any time.
3.1.1.2. SHARED SPOTS (Open to all families)
In addition to the (2) permanent part-time spots per toddler, middler, preschool, and pre-k age groups, FEELC may provide shared spots in all age groups based on availability. FEELC does limit these shared spots to a maximum of (4) children per classroom (the equivalent to (2) full-time spots per class). A shared spot is matched with another child’s schedule to essentially form one full-time spot in the classroom. For example, if one family prefers to attend Mondays, Wednesdays, and Fridays, then we would be able to offer another family a part-time schedule of Tuesdays and Thursdays. Schedules are based on 4-6 days per bi-weekly tuition period and must be confirmed with the administration as well as the individual classroom teachers. Once confirmed, these days become your set schedule.
Changes to Shared Spot Schedule
As stated above, once your shared spot schedule is confirmed, these days are your set schedule. However, if the families in the share partnership wish to switch days or attend during the other child’s unused days, this is allowed and will be a personal agreement made between the two families. The main requirement is that the parents communicate in writing any changes to their schedule with their classroom teachers.
Converting Shared Spots to Full-Time or Permanent Part-Time
If a full-time or permanent part-time spot becomes available, all eligible shared spot enrollees in that age group will be notified by the FEELC administration and offered the opportunity to fill the full-time or permanent part-time spot. The order in which families will be notified will be based on the enrollment priority on their original waitlist form and date, and only federal tuition eligible families will qualify for the permanent part-time spots.
Families wishing to accept the full-time or permanent part-time spot shall inform the FEELC administration within 2 weeks of the offer.
Share Partner Change & 60-Day Notice Period
In the case that one of the shared spot enrollees converts to an open full-time (or permanent part-time) spot or gives notice to leave the school, the other family in the share partnership
would then be given a 60-day notice by FEELC to either find another family with whom to share or assume their classroom spot full-time. If neither of those options are exercised by the end of the 60-day window, their spot transitions to a full-time spot and will be filled by the next family on the waitlist. However, if there is no other family on the waitlist for their age group, then that family may occupy the part-time spot temporarily until one of the following conditions are met (whichever comes first):
1) the family is able to find a share partner,
2) a permanent part-time spot becomes available (for federal tuition eligible families only), or 3) another full-time family becomes eligible from the waitlist and assumes the classroom spot.
3.2 Required Fees, Tuition, and Late Pickup
3.2.1 Required Registration & Deposit Fees
3.2.1.1 REGISTRATION FEE
First Environments requires a $50.00 non-refundable wait list registration fee per child.
3.2.1.2 DEPOSIT FEE
A separate deposit is required to secure an agreed upon start date. This deposit, minus any monies due, will be refunded upon withdrawal from the Center. The Center requires a 30-day notice of intent to withdraw, with the exception of rising Kindergartners, in which we require a 45-day notice of intent to withdraw. The Center has 30 days upon withdrawal of the Center to refund your deposit.
See section 3.3 for more information about withdrawals.
FAILURE TO ACCURATELY COMPLETE FORMS OR PAY FEES IN A TIMELY MANNER MAY RESULT IN CANCELLATION OF THE ENROLLMENT AGREEMENT.
3.2.2 Tuition Policies
First Environments’ tuition payments are made by bank draft only. Tuition is drafted every two weeks on Friday. The Board sets the tuition when the budget is presented at the annual July Parent Meeting. The Board will attempt to approve no more than single digit (%) annual increases in tuition. Any family that participates in a FEELC recognized tuition assistance program will be responsible for any charges or tuition that is not covered by their assistance program. Tuition payments are required whether or not the child is in attendance. Tuition payments will not be adjusted for vacation, sickness, holiday, inclement weather closure, and when there is an Executive Order by the President for Closings of the Federal Government. Tuition payments are due for all periods of absence regardless of reason. The full tuition and fees are due for all periods where the Center is open but the federal government is in furlough or shutdown. The Board may be petitioned in cases of lengthy absences due to illness.
3.2.2.1 Required Documentation for Annual Employment Status Verification
Please make your paystub available to determine Federal Status. By default, all families will be charged the contractor rate until federal status is verified. Personal information can be marked out. If you are a new employee to the campus you can have your hiring manager or immediate supervisor or HR email FEELC to verify that you are a Federal employee.
3.2.2.2 Veteran of the US Military or USPHS (Commissioned Corps)
Parents who are eligible for enrollment under enrollment guidelines may apply for federal rates if they are a veteran of the US Military or USPHS (Commissioned Corps) - honorable discharge paper required. Veteran status does not affect enrollment eligibility.
3.2.2.3 INSUFFICIENT FUNDS (NSF) FEE
An insufficient funds fee will be charged for any account with insufficient funds to cover the cost of the tuition draft. The fee for insufficient funds is $25 per draft.
3.2.2.4 EMERGENCY CREDIT CARD PAYMENTS
Emergency credit card payments can be made by using the Square credit card system. Since the Square is for emergency use only, use of it will be limited to once per quarter for tuition, and there will be a $25 fee included each time to cover charges incurred by FEELC for use of a credit card. Tuition Payments made with the Square can only be made from 9:30 am to 1:30 pm on the Tuesday before the tuition drafts. The tuition draft weeks are listed in the monthly classroom calendars.
3.2.3 Late Pickup Policy
A late pick up fee will result in a late fee charge. There is a 5-minute grace period for parents picking up their children between 5:30-5:35pm. A pick-up time between 5:36-5:45 will result as follows:
- The 1st late pick up is a freebie (no charge).
- The 2nd time is $25.
- The 3rd time is $35.
- The 4th time is $45.
There is a cap at $45 for all subsequent times picking up late. There is a $15 fee for each additional 15 minutes. Every family resets to start at zero at the beginning of the year.
Phone calls to notify of late arrival are appreciated but will not exempt late fee charges. FEELC’s policy is to always waive the initial late charge. Record of your initial late charge is kept in the Procare system. The initial late charge will not show up on a tuition statement because that charge is voided. Any following tuition charges will show up on your monthly tuition statement.
If late fee charges are generated they will be posted to your child’s account. Late fee charges will be billed and drafted from your account on the following tuition draft.
3.3 Withdrawals
To withdraw your child from enrollment at FEELC, it is the Center’s policy that parents must:
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Provide written notice 30 days (minimum) prior to the date of withdrawal. Please email Dana Birdsong (dbirdsong@firstenvironments.org) and Beth Lake (blake@firstenvironments.org) with your intent to withdraw.
Failure to provide written notice before withdrawal will result in parents being held responsible for 30 days of tuition costs beyond the date of withdrawal and possibly forfeiture of the security deposit.
To obtain more information about this process, please contact Dana Birdsong (dbirdsong@firstenvironments.org) or Beth Lake (blake@firstenvironments.org).
3.4 Special Needs Children and Their Families
First Environments welcomes all children to participate in all areas of our program. The center enrolls children with special needs and challenges in accordance with ADA regulations. The center, however, does not primarily serve such children.
FEELC reserves the right to ask a parent to withdraw their child from enrollment at FEELC if it is determined that the child cannot be adequately cared for in the Center. In such a case, FEELC may waive the required 30-day notice of intent to withdraw.
3.5 Pre-Enrollment Visit
FEELC would like parents to spend a minimum of two to three hours at the Center with their child before the child comes to the center alone. This helps make your child’s first experience at our Center a pleasant one. It also gives you an opportunity to get to know the staff. We encourage you to set up a series of “mini” visits. Short stays help your child gain trust in the staff and become familiar with the surroundings. If at all possible, we encourage both parents to accompany the child during these “mini” visits. When possible please coordinate your visits with your child’s teachers.
3.6 Required Enrollment Information
Upon accepting a spot in our Center, you will be given a folder containing documents that will need to be completed and returned to the front office prior to your child’s first day. The children’s folder includes the child’s application for child care, children’s medical report, immunization history, travel and activity authorization, discipline and behavior management policy, FEELC enrollment agreement, child and adult care food program form, photo/media consent form, summary of the NC child care licensing laws, FEELC family and child information form. The infant folders have in addition the infant safe sleep policy, CACFP provision of breast milk or infant formula form, and the infant feeding schedule. Please note, prior to enrollment your child must receive a physical examination and the Medical Information Form must be completed by your child’s physician.
To keep children’s records current, please update any changes of emergency contact information, place of employment, additional immunization records, or anything else that you feel we need to know about your child. FEELC will also send our quarterly reminders by e-mail to parents requesting update changes. Your child’s records will be stored in the FEELC front office. These records are kept confidential but are also immediately available to administrative staff or teaching staff that have consent from a parent or legal guardian, the child’s parents or legal guardian, and the regulatory authorities including our state licensing consultant.
For more information on the FEELC Enrollment Agreement, please see Enrolling.
If you have any questions regarding completion of any documents, please contact the Please email Dana Birdsong (dbirdsong@firstenvironments.org) or (919) 541-9452.
3.6.1 Immunization Records
It is North Carolina policy that your child receives immunizations in order to attend day care. Therefore, it is extremely important that your child’s immunization records be kept up to date. It is the parent’s responsibility to bring the Center a copy of their child’s immunization records for their files and update them as immunizations occur throughout the year. Here is a link for more information about NC immunization laws for childcare centers: http://immunize.nc.gov/schools/ccf_requirements.htm
Last updated: 7/26/2023