Policies, Procedures and Forms

Links

• 2025-26 Calendar
• Authorized Pick Ups - Adding
• Behavior/Incident Flowchart
• Billing Policies
• Child Profile - Edit
• Family Handbook
• Financial Assistance - Apply
• Payments - View and Schedule
• Registration - How To
• Remini
• Tax Info
• Tuition

In order to ensure our programs are safe for all youth, we require a Child Profile to be completed at registration. We may require additional documentation for some youth. Please take a look below if you may need to submit additional documents.

• Type 1 Care Plans - If your youth has type 1 diabetes, care plans must be shared with the Eugene Family YMCA for child care and summer camps. These documents need to be resubmitted to us each time your youth enrolls in a new program (at the start of each summer and fall season). Please provide their care plan to the contacts listed below. 
• Medication Authorization for Prescribed Medications - Required for any youth who will be administered prescribed medication during the program. Medication must be in the original container and marked with youth's name. 
• Medical Authorization for Non-Prescribed Medications - Required for any youth who will be administered non-prescribed medication during the program. Medication must be in the original container and marked with youth's name. 
• Medical Statement to Request Special Meals and/or Accommodations
• Meal Preference Request Form
• PreEnrollment Assessment
• Emergency Medical Care/Allergy Form:  If your youth is at risk for extreme allergy, anaphylaxis, or medical emergencies, please provide us with their care plan.
• IEP/504 - If your youth has an IEP or 504 in school and it is related to HEALTH or BEHAVIOR, request a copy from school and share with the Y.

Please send the above documents to:  youth@eugeneymca.org or Confidential Fax: 541-343-3756

The Eugene Family YMCA is committed to supporting youth and families in a safe, respectful, and consistent environment.

Custody, Parenting Plans & Court Orders
Only the primary parent or guardian listed on a youth’s YMCA account may make changes to registration, billing, or authorized pick-ups. Any updates to pick-up permissions require official documentation.  In situations involving separation, divorce, or shared custody, a court decree, parenting plan, separation agreement, or restraining order must be provided if there are restrictions regarding pick-up, visitation, or communication. Without official documentation, the YMCA cannot deny pick-up or contact with a listed parent or guardian.  If custody or parenting plan concerns arise, please contact the Youth Teen Family Director or email youth@eugeneymca.org. The YMCA reserves the right to discontinue care if custody issues interfere with the safety, consistency, or operation of the program.

Families in Multiple Households
When youth split time between households, open communication between all guardians—and with YMCA staff—is essential for safety and consistency.

• Communication must remain respectful and youth-focused at all times.
• Disrespectful or hostile communication toward YMCA staff or within program spaces may result in loss of services.

The YMCA cannot act as a mediator or take sides in family disputes. All communication will be directed to the custodial guardian or primary contact listed on the account, unless otherwise outlined in a court-ordered parenting plan or custody agreement.

Account & Communication Access

• Guardians with active YMCA memberships receive program discounts. Please consider which household account the youth will be registered under, as this may impact program pricing and access.
• All YMCA communication is sent through Daxko to the primary account holder’s email.
• If additional adults need access to program updates, we rely on caregivers to share this information in a timely and cooperative manner.

If your youth does not attend school (for sickness or other reasons) they may NOT attend YMCA programs. There are certain guidelines our center will follow to maintain our license with the State of Oregon and to try to prevent the spread of illness. We cannot admit or retain a youth who has one or more of the following symptoms: 

• Fever of 101+ degrees F 
• Diarrhea (more than one abnormally loose, runny, watery or bloody stool per day) 
• Vomiting 
• Nausea 
• Severe cough 
• Unusual yellow color to skin or eyes 
• Draining eyes (pink eye, cold, sinus infection) 
• Skin or eye lesions or rashes that are severe, weeping or pus-filled 
• Stiff neck and headache with one or more of the symptoms listed above 
• Difficult breathing or abnormal wheezing 
• Complaints of severe pain 
• If a youth is notably tired and/or irritable and needs one-on-one care 

If these symptoms arise, a family member will be contacted to pick up the youth. Your youth may be sent home if any of the above symptoms appear during the day. You will be contacted to pick up your youth as soon as possible, no more than 60 minutes. 

If your youth has had any of the above symptoms, they cannot return to the center until they have been "symptom-free" for at least 24 hours without the help of medications (48 hours for vomiting and diarrhea).   

If a youth has mild symptoms, which do not impair their functioning, they can remain in the center, and the family will be notified when they pick up their youth at the end of the day.    

If youth have been exposed to a communicable disease within our programs, families of enrolled and incoming youth shall be notified. Youth diagnosed as having a communicable disease shall be excluded from the classroom. The exclusion time shall follow the Lane County Health Department's exclusion rules. 

In the event that youth are excluded from the program, monthly tuition will not be prorated.

USDA Non-Discrimination Statement

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. mail:
   U.S. Department of Agriculture
   Office of the Assistant Secretary for Civil Rights
   1400 Independence Avenue, SW
   Washington, D.C. 20250-9410; or
2. fax:  (833) 256-1665 or (202) 690-7442; or
3. email:  Program.Intake@usda.gov

This institution is an equal opportunity provider.

PlayZone, KidZone, Creation Station and Corner Hut 

• 4J 2-Hour Delay: Youth Zones will open two hours late. Corner Hut and Creation Station will open at 10:00 a.m., pending staff availability. 
• 4J Full-Day Closure: All Youth Wing programs are canceled.   Exceptions may occur if staff can get to work and the building can open safely. 
• Weekends: Programs will follow partner organizations’ guidance (e.g., Park & Rec, Willamalane). 

Child Care Programs 

• School Closures: Child care programs are canceled if 4J, Bethel, or South Lane Schools close. 
• 2-Hour Delay:  
  • Rainbow and Friends programs will open at 10:00 a.m. 
  • School-age programs will offer after-school care only (no before-school care). 
• School Breaks: The Youth Teen Family Director will decide on delays or closures by consulting similar programs (e.g., City of Eugene, Willamalane). 
• During Programs: The Youth Teen Family Director will coordinate with school districts and similar programs for closure directions. 

Youth Sports 

• School Cancellations: If local schools cancel classes or activities, YMCA Youth Sports practices for that district are canceled. 
• Weekend Games: Weather-related cancellations will be posted on the YMCA website or shared through local media. 
• During Programs: The Youth Sports Director will coordinate with school districts for closure directions. 

Communication during Weather and Emergency Closures:

• Listen for an announcement regarding your school and YMCA programs. 
• Updates will be on social media, local news stations and Remini. 
• Follow your school's emergency text messaging for school alerts.

No deductions or credits will be made for snow days or other emergencies resulting in YMCA program closings. 

AIR QUALITY

Airnow.gov is the tool we use to monitor air quality 
When AQI is 100 or lower – programs run as scheduled. 
When AQI is 101-150 –child care/camps will bring youth indoors or send programs to healthier AQI  
When AQI is 101-150 – youth sports families decide to bring their youth to outdoor practice/clinic/game. 
When AQI is 151 or higher – programs will not be participating in activities outside 
When AQI is 201 or higher:
Programs will ensure that all programs can occur inside safely. If not, all programs will be canceled, and programs will follow the Closing Program Procedures. 
Notification for Participants 

• If air quality is a concern, we will send families a Remini message by 6:30 am to inform them if camps will run as planned or not.  
• If we need to adjust the camp schedules due to heat or other factors, we will send another Remini message by 9:30 am with the new schedule.  
• If anything changes during the day, we will notify families as soon as possible via Remini with the relevant information.  

Programs operating during the school year or at a school facility will follow the school district guidelines. No deductions or credits will be made for weather events resulting in YMCA program closings.

EXTREME HEAT

Follow the school district's policies and procedures for Outdoor activities and air quality, based on the location the program is taking place.  A heat index exceeding 95 degrees will be considered an excessive heat range. 

On days forecasted for afternoon heat index exceeding 95 degrees, move outside activity early in the morning and allow frequent breaks if outside activity is necessary during excessive heat ranges.  

• Ensure youth and staff have:  
• Access to water  
• Access to shade  
• Adequate rest time between physical activities  
• Monitor for dehydration, heat exhaustion, and heat stroke  
• Oregon Health Authority : Extreme Heat : Get Prepared : State of Oregon 

There may be times when, due to extreme heat, we may have to close camps or other programs. No deductions or credits will be made for weather emergencies resulting in YMCA program closings. 

THUNDER AND LIGHTNING - outdoor activities

When thunder is heard or a cloud-to-ground lightning bolt is seen, the leading edge of the thunderstorm is close enough to strike your location with lightning.  
Suspend outdoor play for at least 30 minutes and vacate the outdoor activity to a designated safer location immediately. 
Any subsequent thunder or lightning* after the beginning of the 30-minute count will reset the clock and another 30-minute count should begin. 

As an organization that serves thousands of youth every year, the Y’s most important work is creating safe environments for all. Ensuring the safety and well-being of youth is foundational to helping youth learn, grow and thrive.

Click here to learn more about our commitment to youth protection.

For the safety of our members and staff, we may choose to close our facility at 600 E. 24th Ave. in the event in inclement weather.

Notification of a facility closure will be announced on our Website, Facebook Page and Mobile App.

The Eugene Family YMCA displays both county and program-specific immunization rates in accordance with ORS 433.269 and OAR 333-050-0110. They are as follows: