Our policies & procedures.

We provide high-quality, reliable early learning and care tailored specifically to support working and military families. Our goal is a safe, nurturing, and structured environment where children thrive through positive redirection and hands-on, age-appropriate STEM activities.

1.1 Technology & Virtual Reality (VR) Integration

VR is used exclusively for educational exploration (for example, viewing the solar system). Children must remain seated on a soft mat, and use is strictly capped at 30 minutes per child, per session to protect developing eyes. Equipment is sanitized between every use.

• Standard care hours: Monday through Friday, 7:00 AM to 5:00 PM.
• Military special hours: early drop-off starting at 5:30 AM is available for authorized families.
• Backup care responsibility: obtaining backup childcare during planned closures, holidays, or emergency closures is the sole responsibility of the parent/guardian. Tuition is not prorated when parents must utilize backup care.

2.1 Emergency Substitute Care

In a sudden, short-term emergency, a CDEC-qualified and background-cleared substitute provider who meets all Colorado fingerprinting, Trails registry, CPR/First Aid, and Safe Sleep requirements may step in to run the program. Parents will be notified immediately via phone call or email.

• Weekly rate (full-time): $300.00 per week (ages 3 to 5 years).
• Military shift premium: $335.00 per week (includes 5:30 AM drop-off).
• Registration fee: $85.00 (one-time, non-refundable, due at enrollment).
• Payment deadline: Friday by 5:00 PM for the upcoming week.
• Late payment fee: $25.00 daily, starting Monday morning.
• Suspension of care: care is suspended Monday at 7:00 AM if the balance is unpaid.
• Late pick-up fee: $2.00 per minute, per child, after 5:00 PM.
• Late pick-up cap & abandoned child protocol: if a child is left for 1 hour (60 minutes) past closing without communication from parents or emergency contacts, we are legally required by the Colorado Department of Human Services (CDHS) to contact the El Paso County Department of Human Services (Child Protective Services) and/or the local police department to take custody of the child.

3.1 Accepted Payment Methods

• Zelle (preferred): send to the number on file with the provider.
• ACH (direct bank transfer): requires setup via Appendix K.
• Cash: must be handed directly to the provider in a sealed, labeled envelope.
• Personal checks: made payable to The Cozy Cubhouse.
• Military subsidies: CCA/CCDF accepted. Copays due Friday by 5:00 PM.
• Returned check/NSF policy: a $50.00 fee applies to returned checks or failed ACH transfers, in addition to daily late fees.

3.2 Parent Communication & Daily Updates

• Email & text messaging: our official channels for daily reports, photos, and non-urgent messages. Non-urgent messages sent after 6:00 PM will be answered the next business day.
• Urgent phone calls: we call immediately for illness, injury, or emergency closures. Parents must keep phones accessible.
• Media privacy guard: parents are strictly prohibited from screenshotting, saving, or sharing photos of other children on personal social media.

Tuition is not prorated during holiday or vacation weeks. Full weekly tuition remains due.

• Annual vacations: three weeks total — one summer week announced by May 1st, plus two winter weeks between December 21st and New Year's Day.
• Paid holidays: New Year's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, and the Friday after Thanksgiving.

• Weather: we follow Widefield School District 3 (WSD3) and Fort Carson closures. We do not observe delayed starts; we open at normal times. No credits are issued for weather closures.
• Facility emergencies (power/heat loss, plumbing failure): parents will be notified and must pick up within 1 hour. No refunds for closures lasting 3 consecutive days or less. Our facility is equipped with three (3) egress windows with permanent ladders for safe evacuation.

6.1 Daily Meals & Menu Notification

• We provide breakfast, lunch, and two daily snacks that meet USDA (CACFP) guidelines.
• A detailed monthly menu is prepared in advance and shared with parents in writing or electronically on or before the 1st of each month.

6.2 Food Allergies & Special Diets

• Individualized written food plan: for any child with a food allergy or special dietary requirement, a written Individual Care Plan (Food Plan) must be developed and signed by both the parent/guardian and the child's healthcare provider before care begins.
• We strictly enforce a "no food sharing" policy among children during all meals and snacks.

6.3 Daily Outdoor Play & Sunscreen Application

• Scheduled times: outdoor play occurs twice daily, 11:00–11:45 AM and 2:15–3:00 PM.
• Inclement & hot weather: during wind chill below 20°F or a heat index above 95°F, outdoor play is suspended and indoor gross motor activities are substituted.
• Sunscreen: the provider applies parent-supplied SPF 30+ sunscreen twice a day, 15 to 30 minutes prior to both morning and afternoon outdoor play.

6.4 Smoke-Free Environment

To protect children from secondhand smoke, and in full compliance with Colorado law, The Cozy Cubhouse is a 100% smoke-free and vape-free environment. Smoking, vaping, and the use of any tobacco or marijuana products are strictly prohibited anywhere on the premises (indoors and outdoors) at all times while childcare services are being provided.

6.5 Handling Illnesses, Accidents, & Injuries

• Minor accidents: basic first aid is administered. Parents are notified at pick-up via a written incident report.
• Serious emergencies: the provider calls 911 first, then notifies parents/guardians immediately by phone.
• Illness notification: parents will be called immediately for prompt pick-up if a child displays symptoms of illness (fever, vomiting, severe lethargy).

• Requirement: all children must be fully potty trained prior to enrollment — able to recognize the urge to go, communicate their need, pull down their own pants, wipe themselves, and wash their hands with minimal assistance. Pull-ups and diapers are not permitted.
• Approach: restroom runs occur during transition times. Accidents are handled with patience, privacy, and gentle redirection into spare clothing without shame or punishment.
• Supplies: we supply toilet paper, soap, and paper towels. Parents must provide two (2) complete sets of spare clothing (including socks and underwear) kept on-site.

8.1 Clothing, Equipment, & Protective Gear

• Parents supply: daily playwear, close-toed athletic shoes (mandatory), 2 clean spare clothing sets, winter gear (snowpants, coat, insulated boots, mittens, hat), sun hats, and labeled sunscreen.
• We supply: science goggles, aprons, disposable VR eye masks, and sanitization wipes.

8.2 Personal Belongings, Storage, & Property Liability

• Each child is provided a designated cubby. Please leave toys, electronics, money, and jewelry at home. A soft comfort item is allowed for rest time but must remain in the cubby during active play.
• The Cozy Cubhouse is not legally or financially responsible for the loss, damage, or theft of any personal belongings. All items must be clearly labeled.
• Parents are financially responsible for repair or replacement costs if their child engages in intentional, malicious, or highly reckless destruction of the provider's property.

8.3 Product Recalls & Safety Monitoring Plan

In accordance with state licensing standards, the provider routinely reviews safety alert and recall lists monthly, including the U.S. Consumer Product Safety Commission (CPSC) registry for toys, equipment, and furnishings, and the U.S. Food and Drug Administration (FDA) registry for food recalls. If an item in use is recalled:

• Immediate isolation: the item is removed from the child care environment and placed in a secure, locked storage area inaccessible to children.
• Disposal or return: per the manufacturer's or government's recall instructions, the item is permanently destroyed and safely disposed of, or returned for replacement or refund.
• Parent notification: if children were exposed to a recalled food item or high-risk equipment prior to removal, parents are notified immediately in writing or electronically.

• Licensing complaints: Colorado Dept. of Early Childhood (CDEC) at 303-866-5948.
• Child abuse hotline: 1-844-CO-4-KIDS (1-844-264-5437).
• Immunizations: proof of immunization or exemption required. Under-immunized children may be enrolled with a valid state exemption on file.
• Well-child statement: a physical exam statement signed by a physician is due within 30 days of admission.
• Health consultant: our procedures are overseen by a Child Care Health Consultant (CCHC).

9.6 Official State Rules & Regulations

An official copy of the "Rules Regulating Family Child Care Homes" is maintained on-site and available for parent review upon request. Parents may also view and download the official regulations from the Colorado Code of Regulations (CCR) database at coloradosos.gov — search publication 12 CCR 2509-8 (Section 7.707) — or on the CDEC rules page at cdec.colorado.gov.

We provide an inclusive environment in full compliance with the Americans with Disabilities Act (ADA). We perform individualized assessments for each child to determine reasonable modifications to our environment or activities, and we happily collaborate with early intervention specialists (IFSP/IEP). A child will only be excluded if they pose a direct, unmitigated threat to safety or if accommodation constitutes an undue administrative or financial burden.

• Vehicle restraints & capacity: children under 8 must be secured in a proper, parent-provided car seat. Passenger numbers never exceed the manufacturer's designated seating capacity.
• Direct contact: during any trip or excursion, the provider can be reached at (719) 791-1409.
• Scheduled field trips: parents receive advance written or electronic notice detailing the location and estimated time of attendance. Written parent permission is strictly required for each trip.
• Unscheduled field trips: parents are notified upon departure in writing or electronically, including location and estimated time of attendance.
• Routine field trips: for routine daily transportation, parents must provide annual written or electronic authorization, including departure/arrival times and locations.

12.1 Cultivating a Positive Environment

• Promoting warm, responsive, and positive child, provider, and family relationships.
• Maintaining a socially and emotionally respectful early learning and care environment.
• Implementing strategies that support positive behavior, pro-social peer interaction, and social-emotional competence.

12.2 Disciplinary Decisions & Expulsion Prevention Protocol

Suspension or expulsion is an absolute last resort. Before any such action is taken due to behavioral concerns, the following progressive steps are executed and thoroughly documented:

• Observation & documentation: written logs detailing the behavior and provider redirection efforts.
• Parent/guardian collaboration: a meeting to develop a team-based positive behavior support plan.
• Specialist consultation: partnering with parents to consult an Early Childhood Mental Health Consultant (ECMHC) or other early intervention specialists as needed.
• Exhaustion of alternatives: dismissal occurs only if all collaborative steps are exhausted and the behavior continues to present an unmitigated safety threat, or if the parent/guardian refuses to participate in the support process.

• Rest schedule: a quiet rest period begins daily at 1:00 PM and lasts approximately 60 to 90 minutes.
• Sleep environment: dimmed lights and soothing sounds. Non-sleepers are provided quiet activities (reading, puzzles) on their cots after 30 minutes of quiet rest.
• Provided equipment: a firm cot, clean pillow, and soft blanket.
• Daily sanitation: all cots, pillows, and blankets are washed, sanitized, and disinfected every day after use.

Parents must provide a 2-week written notice to withdraw. Military families with sudden PCS or deployment orders may waive the 2-week fee by providing a copy of official orders. We reserve the right to terminate care for non-payment or severe safety issues.

The Cozy Cubhouse maintains a comprehensive emergency preparedness plan in full compliance with the Colorado General Rules for Child Care Facilities. We conduct monthly fire drills and regular disaster/lockdown drills so children are familiar with emergency procedures.

15.1 Evacuation, Shelter in Place, Lockdown & Active Shooter

The provider always grabs the "Emergency Go-Bag" (first aid, attendance rosters, parent contacts, emergency medications) prior to securing the children.

• Evacuation (fire/gas leak): all children are evacuated using the primary exit or one of the three (3) basement egress windows, escorted to the primary meeting spot across the street. The provider takes headcounts and calls 911.
• Shelter in place (tornado/severe weather/hazmat): children move to the lowest interior level (the basement), away from windows and doors. For outdoor hazardous materials, exterior doors and windows are locked and the HVAC system is shut off.
• Lockdown: for an outside threat in the neighborhood, exterior doors are locked, blinds closed, and children kept engaged in normal indoor activities away from windows.
• Active shooter on premises: the facility immediately goes into emergency lockdown. Children are moved into the designated interior "safe room" out of line of sight of windows/doors, the door is locked, lights are turned off, and absolute silence is maintained. 911 is contacted via text or quietly when safe.

15.2 Evacuating Children with Disabilities & Access or Functional Needs

• In compliance with Colorado rules, the provider ensures safe and equitable evacuation of all children.
• For any child with disabilities or specific access and functional needs (mobility limitations, sensory processing disorders, or severe medical conditions), a written Individualized Emergency Plan is developed with the parents.
• The provider prioritizes physical assistance for these children during evacuation, ensuring necessary medical equipment or rescue medications (EpiPens, inhalers) are transported with them.

15.3 Emergency Notification & Family Reunification

• Emergency notification: once children are secure and authorities notified, the provider sends a mass emergency text message and phone call to all parents outlining the situation and pick-up instructions.
• Immediate neighborhood assembly point: Widefield Community Park (1300 Fontaine Blvd, Colorado Springs, CO 80911) — for emergencies requiring an immediate exit from the home, such as a fire, children are escorted directly to this location.
• Primary emergency relocation facility: Security Public Library (715 Aspen Dr, Colorado Springs, CO 80911) — if an emergency prevents returning to the home long-term, or severe weather forces an off-site relocation, children are safely transported to this designated indoor shelter.
• Release verification: children are released only to parents/guardians or individuals explicitly listed on the Authorized Pick-Up Form. Photo ID is strictly required for everyone during emergency reunification.

15.4 Mandatory Notification: Separated Child & Law Enforcement

• Separated/lost child: if a child becomes separated from the group and is outside direct visual supervision, the provider immediately secures the remaining children and locates the child. If the child is not located within five (5) minutes, the provider dials 911. Parents/guardians are notified immediately by phone, and CDEC is formally notified within 24 hours.
• Law enforcement/authority contact: if authorities (police, fire, Child Protective Services, or paramedics) are contacted regarding a child in our care, that child's parents/guardians are notified immediately by phone as soon as the crisis is stabilized and authorities have been dispatched.

15.5 Continuity of Operations After an Emergency

• Damage assessment: care is suspended until the home's structure, utilities (water, heat, electricity), and perimeter are fully inspected and deemed safe.
• Licensing notification: the provider notifies CDEC and the local health department of severe damage or extended closures.
• Parent updates: parents are updated daily regarding the timeline for reopening.
• Resumption of care: because our license is specific to this physical home, care cannot be temporarily relocated to an unapproved site. If the home is uninhabitable, operations remain suspended and parents will need to use backup care until the facility is repaired and officially re-cleared by CDEC.