Merlin Day Academy Policies

Welcome to Merlin Day Academy! Review our helpful tips for your child’s first day and a smooth morning transition, drop-off/pick-up process details, attendance and illness policies, and the current school year calendar on this page.

Helpful Tips to Prepare for Your Child’s First Day.

  • An individualized social story is provided for each child, to help support smooth transitions into classroom routines and to help your child feel confident and safe because they know their expectations in each activity. We encourage you to read these stories over with your child and talk to them about what each activity may look like and which teachers/therapists they will meet at Merlin.
  • Make sure to look over the “Meet your Teachers/Therapists” pages with your child! We encourage you to talk about the different teachers, introduce their names, and remind your child that their teachers are there to have fun and keep them safe at Merlin.
  • Talk about their first day of Merlin Day Academy as an exciting upcoming event!

Things to Bring

  • Please only send ready to eat snacks (yogurts, veggie straws, fruits and vegetables, etc.) and nothing including nuts. We are nut free due to allergies. 
  • Your child’s water bottle (metal and glass water bottles are prohibited). This will be sent home daily. 
  • Indoor shoes. If your child does not have indoor shoes already at the clinic, please make sure to send them in!
  • Two changes of extra clothing, including socks.
  • Diapers/pull-ups (if necessary).

Please label all items with your child’s name!

Fall Themes

September – All About Me: All About Me and My Family, Our Abilities/Superpowers, All About Our Bodies, All About Us

October – Fall Into…: Changes and Transitions, Tactile Learning, Falling into the Life Cycle, Harvest of Feelings

November – I Am Thankful For…: A Spot of Giving, Compassion and Kindness, Teaching Qualities , Thankfulness, Reflection

December – My Greatest Gift: Discovering Uniqueness, Family Traditions, Teaching Values, Gifts and Talents, Celebrating Inclusion

2023-2024 Calendar

Loading Zone Procedures for Drop-Off and Pick-Up

Drop-Off Times: 8am, 9am, & 10am
Pick-Up Times: 2pm, 3pm, 4pm, & 5pm
The Loading Zone is active 10 minutes before and after the scheduled drop-off and pick-up times listed above. If you are picking up or dropping off outside of these times, please park and walk your child in to the building.
1. Enter the parking lot via W Henderson St and proceed to the right.
2. Stay in a single file line as you proceed to the loading zone. Please do not double park.
3. Pull all the way forward when there is an open space in front of you.
4. Display CAR HANG TAG for pick-up and drop-off security.
5. Check in via Daily Connect when you arrive so your child’s team can prepare for their arrival.
6. As a safety precaution, ensure your child exits from the right side of your vehicle.
7. Remain inside your vehicle at all times.
8. A staff member will pick up or drop off your child from the car door, including assisting with car seat buckling.
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If you arrive late to drop off or pick up, we may charge you a late fee: $1 per minute after 5-minute grace period.

Attendance Policy

Attendance Guidelines

Merlin Day Academy staff is devoted to assisting families of children with unique needs and challenges to attain their fullest potential. Regular and consistent treatment plays a critical role in your child’s progress and ability to achieve goals. We have established the following attendance policy and guidelines to help ensure that every child receives the time and attention they deserve:

  • Attendance is taken day of, every day, and reported to the student’s school district and Illinois State Board of Education.
  • If a parent hasn’t notified us of an absence, the administrative team will reach out either via phone or email within the first two hours of the school day.
  • To inform the school of a student’s absence, please contact us no later than 24 hours in advance of the absence.
  • Excused absences include but are not limited to: student illness, observance of religious holiday, death in immediate family, family emergency.
  • Unexcused absences are taken seriously and the student is considered truant if no parent/ guardian has notified the school of an absence. The district will be notified immediately after 5 consecutive days of unexcused absences. If a student isn’t meeting the 80% attendance rate, Merlin Day Academy reserves the right to initiate the discharge process with adequate notice to the family.

Cancellations

We understand that you may have to occasionally cancel sessions or appointments as a result of illness or unexpected events. However, we expect at least 24 hours advance notice. If you’re unable to give 24 hours’ notice, we ask that you notify us by 7 AM on the day of the absence. If you need to cancel for any reason, please notify us as soon as possible and provide a reason for the cancellation. We reserve the right to charge a $45 fee per session each time you cancel without providing the required 24 hours notice. Please know that we will not bill your insurance for any absences, regardless of whether they are excused or unexcused.

  • Vacations: We expect two weeks notice of vacation plans.
    • For extended absence greater than 1 week, we will charge you $250 per week from the 2nd week of absence on to reserve your ongoing schedule upon return.
  • No Shows: We may discontinue services if your child misses a total of three days without any cancellation or communication. If your child cannot attend for any reason, please call us. There is no refund for absences (excused or unexcused).
  • Team Meeting/ Evaluation Cancellation: For scheduled meetings and caregiver trainings, we require 24-hours notice for any meeting cancellations and may charge you a $150 fee for a last minute cancellation.

Contact Info for Cancellations

You may cancel by messaging us on Daily Connect. For more information on how to download and use Daily Connect, please watch our informative video.

Exceptions to the attendance policy are considered on a case-by-case basis. If you have any questions, please contact the Office Manager. 

Extended Day Therapy Attendance

  • Please arrive on time for therapy sessions. Your child’s therapy session cannot be extended to accommodate late arrival. 
  • Clients who miss three or more scheduled appointments without providing advance notice will be removed from the regular treatment schedule and may be placed on a weekly treatment schedule, subject to availability. 
  • If a client misses 25% or more of therapy sessions over a three-month period, the client may be removed from the regular treatment schedule. 
  • If a client is absent for longer than 1 month, the client may be removed from the regular treatment schedule. 
  • Clients will have a 5-minute grace period for pick up. Clients will be charged $1 for each minute late. Therapy sessions may be removed with repeated late pick-ups. 

Break Therapy Attendance

Cancellations at any time after confirming break schedule will result in a $45 fee for each canceled session and additional therapy is not guaranteed. 

Illness Policy

To safeguard the health of our clients and staff, your child will not be allowed to participate in services if he or she is experiencing any of the following: 

  • Has or had a fever of 100.4 F or higher within the last 24 hours WITHOUT medication. 
  • Has vomited within the last 24 hours, in combination with other illness symptoms.
  • Has or had two bouts of diarrhea within the last 24 hours WITHOUT medication. 
  • Has skin sores that are open and draining (including such things as impetigo, etc.) Your child may resume services when the drainage ceases, the sores begin to heal and your physician authorizes your child’s return.
  • Has or had ear/eye drainage such as pink eye (conjunctivitis). Your child may resume services after the prescription medication has been administered for at least 24 hours. 
  • Has Streptococcal Group A throat infection. Your child may resume services after prescription medication has been administered for at least 24 hours.
  • Has a contagious disease, such as Chicken Pox. Your child may resume services when no longer contagious, the lesions are crusted over, and your physician authorizes your child’s return.
  • Has lice, ringworm, scabies, etc., that is untreated and contagious to others.
  • Has an undiagnosed rash or a rash attributable to a contagious illness or condition.
  • Has significant respiratory problems. 

Please note, any child who becomes ill at Merlin Day Academy will be removed from group services until a parent or authorized guardian arrives to pick up the child. We reserve the right to charge a $45 fee if a parent or authorized guardian does not pick up the child within one hour after receiving notice of the child’s illness. 

Merlin Day Academy Sick Child

We will ask that you pick up your child immediately if your child: 

  • Has a fever of 100.4F or higher. 
  • Vomits during the day in combination with other illness symptoms.
  • Is fussy, lethargic or continuously crying for an unusual amount of time or for unexplained reasons. 
  • Experiences two diarrhea episodes in one day. 
  • Has any contagious drainage or weeping sores, including but not limited to chicken pox, impetigo, pink eye or other drainage. 
  • Has an unknown rash, severe cough, or unexplained pain. 
  • Demonstrates excessive biting outside of normal behavior.
  • Has significant respiratory problems 

A note from your child’s physician is required before your child may return. 

Tips for a Smooth Morning Transition 

Come Prepared 

Children thrive on routine. Knowing what is expected of them and being able to anticipate what will come next offers a sense of security and confidence. Develop a morning routine with clearly defined steps and expectations. 

The sound of a parent’s voice is innately reassuring. Talk to your child about transitions, even if you aren’t sure they will understand. Remaining upbeat will encourage your child to do the same and narrating the expectations for each phase of transition can decrease anxiety and empower your child. 

Transitions are a highly emotional time. Taking a moment to validate how your child is feeling and reassure them that you will ALWAYS come back will go a long way to encourage a smooth separation. 

Use Visual Supports 

A visual schedule not only supports communication for children who are visual thinkers, they also provide a sense of control! Morning routines are typically a very adult-led time of day, which can leave young children feeling anxious and out of control. An interactive visual schedule will help them regain some confidence and autonomy in an appropriate manner. 

Model Positive Transition Behaviors 

Transitions are hard for all children, particularly when separating from caregivers, and waiting rooms can fuel any hidden anxiety when busy, loud, or if unexpected interactions present themselves. Parents are encouraged to remain alert and in tune with their child’s needs in order to best identify moments where adult intervention may be warranted. 

Modeling a calm and alert demeanor communicates to your child that you are in control of the moment and that they are safe to mirror the same affect. Your child is therefore silently invited to release any anxiety and explore their environment more freely. 

It can be tempting to sneak away when your child begins to move away from you and interact with their teachers; however, this perpetuates the child’s fear that their caregiver will leave if they are not vigilant in keeping tabs on them and, therefore, will make separations more stressful. A clear goodbye and reassurance that you will return for them may make for a harder moment, but will support more fluid transitions in the long run. 

Families are always encouraged to reach out to their child’s Therapy Case Manager with any concerns relating to morning routines and/or transitioning into a therapy setting.