Register

CAP 2022-2023 Registration

Thank you for choosing the Community Before & After School Child Care Program (CAP) for your child care needs!  CAP is looking forward to providing a positive experience for you and your family!

CAP offers two unique fee schedules for your child care needs:

  1. Before School Program ONLY, or
  2. Afternoon School Program ONLY or COMBINED Before & After School Programs

Please see Program Rates for more information.

Before proceeding to EZChildTrack, please be prepared to upload any of the following documents, if applicable, during the registration process.   If you are unable to upload these documents for any reason, you will still be able to continue through the registration process.

Question:  Does my child have food allergies?  If yes, please go to Food Allergy Required Medical Forms & Policies and complete the corresponding mandatory forms for your child’s particular food allergy.

Question:  Does my child require medication?  If yes, please complete the Medication Authorization Form.

Please call the CAP office at 541-967-9322 if you encounter any difficulties or have any questions regarding the registration process.

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We look forward to meeting your child care needs!

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Registration and enrollment will be completed online through CAP’s child care management software EZChildTrack.

A two-step online enrollment procedure must be completed before admission into the CAP program:  1) Receipt of your child’s registration application through EZChildTrack, and 2) a review process of your child’s registration application including the prioritization of emergency/essential workers, for final approval.  Failure to provide necessary forms, i.e., food allergy, and medical authorization forms, etc., will delay registration approval.

Once your child’s registration has been 1) received, and 2) reviewed and approved, you will receive a confirmation email with account information and instructions to the EZChildTrack Parent Portal.  Parents must keep registration information up-to-date including any changes in address, phone numbers, email, place of employment, etc.

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PAYMENT/FEES POLICY:

Advance-Payment Program:  CAP operates under an advance-payment program and offers a sliding fee scale as well as a discount for enrolling more than one child.  Monthly charges are based on the estimated days/block of hours of program usage needed, the number of family members, and the gross family income.  Flat rate tuition is available for before school care only.  Billing statements are produced on the 5th of each month and are due and payable by the 15th of that same month.

Late/Non-Payment Fees: Failure to clear the current balance by the 25th of the month will result in terminated services until payment is received in full.  Recurrent late/non-payments will result in dismissal from the CAP program and are subject to a re-enrollment process and fee of $85 per child.  Re-enrollment may not be possible, however, if a spot is no longer available.  A $25 late fee will be assessed on payments not received by the due date—late fees also apply to partial payments.  There is a $25 fee on all non-sufficient funds payments.

Unpaid balances that exceed 30 days will be reported to collection services after which CAP will no longer be responsible for receiving payments.  All correspondence and inquiries must be directed to the collection agency and are no longer eligible for future program use.

Determining Monthly Estimated Hour Blocks:  It will be your responsibility to determine and select the predetermined hour block that best meets your monthly child care needs.  Your monthly bill is produced from the hour block you select.  When calculating hours, please keep in mind the one-hour minimum charge each time your child is signed in/out.  Please see “One-Hour Minimum Charges” for more information.

Hour block changes can be made by contacting the CAP office before the 25th of the current month for next month’s billing cycle.  Changes requested after the 25th of the current month will not take effect until the following billing cycle.

Using Less or More Hours:  A month-end reconciliation of actual hours used will determine if your child(ren) used more or less hours than predetermined.  If an adjustment is necessary, your account will be billed or credited the difference on your next month’s invoice.

Using 0 Hours of Care:  A minimum of $75 will be billed each month to ensure your continued use of the program and to ensure that CAP has adequate staff coverage.

Before School Care ONLY – Flat Tuition Rate:  Flat tuition is based on a consideration of total school days per year divided by 10 months.  Flat rates apply to both more or less hours of care in any given month.  Second child discount rates for before school program care do not apply.

Forms of Payment:  CAP accepts cash, check, debit cards and Visa or MasterCard payments.  Additionally, parents have the option to enroll in automatic monthly payments through the Parent Portal using their credit card or bank account.  A two (2) percent discount will be applied to automatic payments received on the scheduled payment due date.

Scholarship funding is available to families who qualify.

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DHS BILLING POLICY

DHS Billing Policy:  Under DHS status, CAP requires ONE of the following documents before providing child care:  1) DHS Child Care Provider letter, or 2) approved status DHS Billing Form.

Copay:  A copay is the family’s required share of the cost for child care.  All copays must be paid directly to the CAP office and received prior to each Emergency Child Care service period.  Any unpaid copay will be reported to the Direct Pay Unit which will result in terminated services until copay is received.  CAP is not responsible for copayments.  If you have any questions, please contact your caseworker.  NOTE: If the amount billed to DHS is less than the copay, payment will be denied and will be the parent’s responsibility to pay the billed amount.  Any balance not covered by DHS is due prior to each Emergency Child Care service period.

DHS Billing Forms:  A DHS Billing Form is required for each family enrolled in the CAP program who qualifies for and participates in Employee Related Day Care (ERDC).  It will be the parent’s responsibility to notify their case worker of the CAP site their child will be receiving care and provide proof of eligibility to the CAP office.  Additionally, please notify the CAP office if there is any change in address or DHS status.  Failure to complete these required steps may result in loss of child care and parents will be responsible for any unpaid balance.  Non-school days and vacation days are scheduled only at the request of parents.  It will be the responsibility of parents, therefore, to call the CAP office for assistance in enrolling your child(ren) in non-school/vacation day care.

 

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2022-2023 EZChildTrack Registration

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 The Community After School Program is a non-profit organization and is not affiliated with the Greater Albany Public School District.  CAP does not have access to Individualized Education Plans (IEP’s), 504 Plans, and the like.  The decision to accept a child with special care needs shall be made on an individual basis.  CAP makes every reasonable accommodation to encourage full and active participation of all children in our program based on his/her individual capabilities and needs.

“The USDA, the State of Oregon and the Greater Albany Public School District are equal opportunity providers and prohibit discrimination in all USDA programs and activities on the basis of race, color, national origin, sex, religion, age or disability.”

“CAP is a peanut, tree nut, and seafood free program.”

 

Thank you for choosing CAP to meet your child care needs!