Dear Parents, Faculty and Fellow Stakeholders,
First, let me take a moment to share my deepest gratitude to all of you for the many messages of support and acts of generosity that you have shared with us during the past few weeks.I am certain that the community we are building together will be stronger and more fulfilled when we reach the other side of this crisis.I applaud all of you, as this is a time of uncertainty and rapidly changing circumstances, which can be challenging for children as well as for parents and adults who care for them.
Many public schools in Colorado have decided to voluntarily close for the next couple to few weeks to allow the facility to fully sanitize and to instruct teachers on alternative forms of curriculum delivery, including online education and webcast streaming. In light of these steps, some parents have been weighing the option of whether to maintain enrollment at our school.At the urging of the Governor and many community leaders, we are committed to staying open as long as possible so that we can provide necessary education and care services to the community, especially those most in need such as first responders and health professionals.
As we have been sharing with you through regular weekly communications, we have reinforced our existing sanitization and preventative methodologies, including recent installation of state-of-the-art air and surface sanitization systems, equipping our staff and professional janitorial services with professional anti-viral sanitizers and hospital-grade cleaning solutions, enhanced hand washing protocols among staff and students/participants, mandated periodic temperature monitoring and other preventative measures. We have been in daily contact with our local health department representatives, and are working in compliance with the Colorado Department of Health, CDC and WHO recommendations prescribed for facilities with children in attendance.We are fully following our YELLOW stage of our Crisis Response Plan (attached below).
Tonight is the first round of tuition billing that will be invoiced since the initiation of our Crisis Response Plan and the many other local and national developments have been put into place.As such, there are many questions and requests that parents have raised.This communication addresses the scenarios you may choose from as you make the personal decision as to what works best for you and your family.
We understand the very personal and thoughtful process many parents are engaging in as you weigh the value continued enrollment in their child’s schooling and activities against the potential risks of community spread. We also understand that some situations, such as international travel or exposure to known carriers of the virus may mandate self-quarantine and/or extended absence to await testing results.
While we believe the measures we have implemented are proactive and designed to minimize risk, we know that this is a very fluid situation and the novel nature of the spread of this virus is not fully understood. As such, in partnership with you, we offer you these choices regarding your child’s continued attendance at Primrose. In order to accommodate your request, we want to offer you flexible options in order to best provide you with the clarity and certainty you deserve.
Continued Enrollment, Suspension and Withdrawal Options During COVID-19 Mitigation Response Plan Activation:
If you wish to continue enrollment of your child(ren), nothing needs to be done.Please continue to thoroughly read our communications and updates, as we will be using Kinderlime, social media and text messages to update you of any modifications to our Crisis Response Plan.You will be eligible to use any remaining vacation days as you wish during your continued enrollment period.
If you wish to temporarily suspend attendance for up to 14 consecutive calendar days to allow for your child to recover from an illness, self-quarantine after travel or potential exposure, await Coronavirus testing results, or in response to mandatory closures, or other related reasons, please notify your leadership team by providing us with a “Suspension of Services” notice that indicates the reason for the suspension and the anticipated date of your child’s return. During the suspension period, we will first apply any remaining vacation credit you may have available on your account.After that is applied, you will be responsible for 50% of your child’s remaining tuition charge. For suspended enrollments of 14 consecutive calendar days or less, we will hold your child’s registration, so that your child may return to the class previously registered.
If you wish to immediately cease attendance without a specified return date, or suspend your child’s attendance for more than 14 consecutive calendar days, this will be deemed a disenrollment from our services.We request that you provide your leadership team with a “Notice of Disenrollment/Drop” form indicating your last date of attendance. We will process your child’s disenrollment, subject to our 30 day drop notice requirement with full tuition due upon notice.Automatic withdrawals for future tuition charges will be discontinued following payment of your final 30 day drop period. When you wish to re-enroll your child, please notify us as quickly as possible, so we can do our best to return your child to previously enrolled programming.We will happily waive our registration/enrollment fee, and also will apply any credit remaining from unattended portion of your 30-day drop payment to your new enrollment. Your child’s enrollment will be subject to availability, however, we will place your re-enrollment in a priority wait list position dating back to your original date of enrollment for the class or program desired.
For deferrals longer than 14 days (or for parents who wish to convert a temporary extension to a full disenrollment), our 30 day drop payment will be immediately due, your account will be placed in a “hold” status, further automatic tuition payments will be suspended (following receipt of the 30 day payment), and your child’s spot will be offered to others seeking enrollment.When you decide it is right for your child to return, please notify us so that we can work with you to determine whether enrollment is available.Your child’s registration will be placed in a priority wait list position dating back to your original date of enrollment. Annual registration fees previously paid will remain valid during the period of original enrollment.
Reimbursement of Certain Fees
For any withdrawals from our programming, our policies regarding refunds for pre-paid fees (curriculum fees, materials fees) are unfortunately not reimbursable, as those funds have already been expended to pay for expenses incurred for your child.
Remote Programming Offered FREE of Charge
Whether you choose to have your child remain enrolled, suspend attendance temporarily, or withdraw until a later date, we believe that it is most important that we continue to support you and your child during this time.As such, we will begin to provide you with regular emails of “at home learning” materials for you to use with your child.These lessons mimic the daily routine, schedule and curriculum that we use each day, so your child will stay up to date on all of the fun and learning that is going on while away from school.We also are planning to begin streaming classes for all enrolled children as early as next week, where teachers in our Wonder, Venture, Kindergarten and Explorers programs will provide condensed class lessons to help keep the consistency and normalcy as close to usual as possible.Please let us know if these resources are helpful, or if there are other ways we can help you as you manage your home life during this global challenge.
Many of you have expressed a concern about the financial stability that may be offered to our teachers.Rest assured, I am keenly aware of the stress that even the smallest financial modification can create.We are committed to compensating our teachers as best we can, which is why we ask that you continue to pay tuition during any suspension of services.More than 50% of every tuition dollar received is spent toward employee compensation, benefits, employee assistance program, PTO, scholarships and other monetary assistance.We have a generous paid time off policy that enables employees to accrue leave from the first day on the job (even part timers!).We offer a comprehensive employer sponsored health insurance plan that offers no-cost COVID-19 testing and very low cost co-pays.We are offering employees reimbursement for co-pays related to medical visits they feel appropriate related to flu-like symptoms.We have an Employee Assistance Program that provides no-cost mental health visits with licensed psychologists.We are offering all of our staff who have children who have been dismissed from public and private school closures to attend Primrose for no charge.We are providing no-cost PPE for all staff – beginning with our infant and toddler staff starting tomorrow.
Additionally, there are many measures being expedited through Congress and the Colorado legislature to provide relief to employees adversely impacted by the COVID-19 pandemic.We will fully comply with all regulations and guidance, and continue to deploy our best efforts to support all of our employees through this challenging time.
Your continued tuition payments will allow us to continue to pay our staff, and keep all of these benefits in place for their use.We thank you for playing such a large part in the well-being of our teachers and staff!
Together, we’re better.
Beth Deasy, Owner, email@example.com, 303.271.1237 ext. 8
Angel Armbrust, Chief Operating Officer, firstname.lastname@example.org, 303.271.1237 ext. 7
Crystal Windell, Exec.Director of Service Operations, email@example.com, 303.271.1237 ext. 6