Policies and Procedures

ADMISSIONS

NONDISCRIMINATORY ADMISSIONS POLICY  

Catron Community Learning Center (CCLC) does not discriminate on the basis of gender, race, religion, or national or ethnic origin in the administration of its policies and programs.

Students with disabilities will be accepted if the director determines that a reasonable accommodation on the part of the learning center can be made to meet the individual’s needs.  

PROSPECTIVE STUDENTS

Prospective students and parents are required to attend an interview to become acquainted with the programs and policies of CCLC, and to determine what programs will best meet the specific needs of the student.  Appointments can be made by calling the director at 505-983-8102.    

REGISTRATION 

Students may register for sessions once an interview has been completed.  Registration is required for all sessions and workshops. It is recommended that students register early, due to limited space.  

All new students are given a trial period of nine weeks in which to prove themselves both socially and academically.  If there are issues that interfere with the learning environment and/or well-being of other students, a student may be asked to withdraw his/her attendance from Catron Community Learning Center.

Documents required for registration include:

• Information Record
• Policy Agreement Form
• Authorization for Medical Services
• Health Care Provider Order for students with a Life-Threatening Medical Condition
• Photo Release Form 
• Copies of Report Cards
• Copies of Standardized Test Results
• Copy of IEP or 504 (if applicable)
• Verification of Guardianship, or Divorce Decree Parenting Plan (if applicable)
• Special Program Accident Waiver & Release of Liability Form (if applicable)

PLEASE NOTE THAT A CHILD IS NOT CONSIDERED REGISTERED UNTIL ACCOUNT IS PAID IN FULL.

TOPIC SPECIFIC SESSIONS

The minimum enrollment for Topic Specific Sessions is four students.  Registration closes one week prior to beginning of each session.  Classes will be cancelled if minimum enrollment requirements are not met.  Parents will have the option of a full refund, or credit toward other classes/services.

SUMMER WORKSHOPS/CAMPS

The minimum enrollment for Summer workshops and camps is four students.  Summer workshops/camps will be cancelled if minimum enrollment requirements are not met. Parents will have the option of a full refund, or credit toward other classes/services.

ATTENDANCE

Students will only be allowed to attend sessions for which they have registered.  The director must be given at least 24 hours notice if a student will not be able to attend a scheduled private tutoring session, except in the event of an emergency (i.e. car accident, sudden illness, death in family).  Parents who do not give adequate notice will forfeit tuition of the scheduled session.  Credit will not be received for missed topic specific sessions, special programs or summer workshops/camps.  If absence is frequent, the director may deny registration for future sessions.

PUNCTUALITY

Punctuality is an important employability skill, is an expectation, and sets the foundation for a successful session.  Parents are urged to get their children to tutoring on time.  Tutoring will begin and end at the scheduled time.  

BAD WEATHER POLICY

CCLC will follow the Santa Fe Public Schools’ cancellation schedule.  In the event that weather turns bad in the afternoon, the director will make a decision before 2:00 and contact parents if she determines that a cancellation is necessary.  Families will be given full credit for the cancelled session to apply toward another session at the same rate.  

CALENDAR

Students will not have sessions on days that they are not scheduled to attend school, unless otherwise arranged by parents and the director.

DOGS IN THE CLASSROOM

Having dogs in the classroom creates a calm, positive and happy environment.  Dogs have been shown to decrease heart rate, stress and anxiety in children and adults.  They provide companionship and make great reading buddies.  Dogs increase the sensitivity and awareness of their human friends, and teach kids about compassion, responsibility and unconditional love. 

FINANCIAL OBLIGATIONS

PAYMENT OPTIONS

Tuition must be paid in full at time of registration.  Parents/guardians may choose to pay for a single session, or purchase a session package at a discounted rate.    

REFUND POLICY

Tuition in non-refundable.

RETURNED CHECK FEE

A $35.00 fee will be assessed for returned checks.  CCLC may require that additional payments be made in cash, by credit card, money order or certified check if this occurs more than once.

TUITION

A tuition schedule will be published in December, listing rates for the following year.  All classes that are registered for and paid for prior to the end of the year will receive that year’s rates, even if classes do not occur until the subsequent year.  

2024 Tuition Rates 

LEARNING ENVIRONMENT

In order to provide the best possible learning environment, it is important to try to eliminate any type of distraction. The following policies will apply: 

CELL PHONES

Cell phones may be brought to the center under the following conditions:

• Phones must be turned off during session hours. 
• Phones in the vibrate mode are NOT considered to be turned off.
• Students may use phones after scheduled session to contact parents.
• Cell phones may not be used for other phone calls, texting, game playing, Internet or e-mail access.

Students who violate rules regarding cell phone use, may forfeit their privileges of bringing them to the center.

DRESS CODE

Adrianna Duncan encourages children to express their individuality.  However, any type of dress or alteration to natural physical appearance that detracts from the learning environment will be prohibited.  Adrianna has final determination of whether a student’s dress or appearance detracts from the learning environment.

PERSONAL VALUABLES

Children may not bring toys, gaming devices, i-Pads, etc., from home.  These types of items will be confiscated and returned to the parent/guardian.  The center will not be held liable for lost or stolen items.  

STUDENT HEALTH

ALLERGIES

Parents must notify Adrianna Duncan prior to the beginning of school of all allergies, including severe allergies requiring the use of an epi-pen.

ILLNESS  

• Sick children are to be kept home to get well and to prevent the spread of germs. 
• A health assessment wll be done on students who appear unwell when they enter the building. If a child has a temperature, or they appear too unwell to learn, a parent/guardian will be notified to pick up their child.  
• Students will be required to use hand sanitizer upon entering and exiting the building.
• Hygiene supplies will be readily available, and students will be given reminders about good hygiene practices. 
• Parents will be notified if their child becomes ill after arriving at the center. 
• Students will be required to show proof that they are Covid negative, if they are exhibiting symptoms of illness.  
• Students will be required to wear masks if they are sniffling, sneezing or coughing, regardless of a negative test.     
• Students will be required to stay home for five days if anyone in their family is sick with Covid (or if they have been exposed to Covid), and must present proof that they are Covid negative before returning. 
• Students who test positive for Covid must stay home for 10 days, or show proof of two negative tests 48 hours apart, before returning.
• If a child is suspected of having another communicable disease he/she will not be allowed contact with other students, and a parent/guardian will be notified to pick up their child. The child will be able to resume sessions with proof of doctor’s clearance.  

MEDICATION

When possible, medication should be taken prior to arriving at the center.  In the event that a child must take medication during a session, the medication must be sent in the original labeled prescription container.  All medication, with the exception of inhalers, must be given to the director for secure storage.  

Over the counter medication should also be given to the director, and labeled with the student’s name, date, type of medication, dose and frequency.

All medication should be accompanied by a physician’s and/or parent’s authorization.  Catron Community Learning Center will not administer medication without a physician’s and/or parent’s authorization.  

The only students who have an absolute right to the administration of medication are those who have serious chronic and/or life threatening illness.  If a student has a life threatening illness, it is the responsibility of the parent/guardian to instruct, or provide instruction, to the director on how to administer the medication.

STUDENT INFORMATION RECORDS  

Parents/guardians are required to fill out an information record for their child that states known medical conditions, and how to reach parents/guardians in the event of an emergency.  

If a child has a known serious medical condition, the parents are responsible for educating the director on how to respond in a medical emergency.  The director will respond with good will, and to the best of her ability, in an emergency situation.  If the parents/guardians cannot be reached during a medical emergency, and the director deems immediate medical attention is necessary, paramedics will be contacted.  If paramedics determine further medical support is necessary, the student will be transported by ambulance to Christus St. Vincent Hospital.  CCLC will not be held responsible for expenses incurred due to known, and unknown medical conditions.  Parents will be responsible for any incurred transportation and hospital expenses that result from a student health emergency.

In addition to the Student Information Record, all parents are required to sign an Authorization for Medical Services.

It is important to keep contact information updated in the event the center needs to get in touch with a parent/guardian.  It is the parent/guardian's responsibility to notify the center of any changes in home, work or emergency phone numbers and addresses.