Parent Handbook




Early  childhood is the most critical period in human growth and development, for it is the period when the foundation for learning is laid.  During  these early years, learning experiences for children must be diverse,  creative, and carefully planned based on sound principles of child  development.  

Our  philosophy is that young children learn best by doing.  Learning isn't  just repeating what someone else says; it requires active thinking and  experimenting to find out how things work and to learn firsthand about  the world we live in.

In  keeping with this philosophy, we provide a loving and relaxed  environment for children from ages 2½ ‑ 5 where they can grow and  develop at their own rate, develop a positive self‑image, learn to  handle their emotions in an appropriate way, act on their environment,  develop a sense of personal responsibility, and learn to trust and care  about those around them.

The  most important goal of our program is to help children become  enthusiastic learners. We encourage the children to be active and  creative explorers who are not afraid to try out their ideas and to  think their own thoughts in order to become independent, self-confident,  inquisitive learners.


Providence III Preschool is not affiliated with any religious denomination.


Owner/Director - Ashley S. Crutchfield


Teacher - Cathy Wranek


Any  of the above named individuals will be happy to discuss your child's progress. If you have any concerns regarding the operation of the  preschool or the care your child is receiving, please refer them to  Ashley Crutchfield.  If she is not immediately available, speak to Cathy  Wranek.



 School Address:   Providence III Preschool 

                                     300 Diamond Street 

                                     Lexington, VA 24450         

Mailing Address:  Providence III Preschool

                                   105 Bittersweet Road

                                   Lexington, VA 24450



Phone Numbers:


Providence III Preschool:  540-319-1443-Primary 



Ashley S. Crutchfield:  540-261-2069- Home

                                              540-319-1443 - Cell


Required Fees:   Fees  may be paid in one lump sum or may be divided into nine equal payments  due no later than the fifth day of each month beginning in September and ending in May. 

A late fee of $20.00 will be applied if the payment is  not submitted by the tenth day of the month.


Days Per Week            Annual Fee             Monthly Fee


              2                              $1,395                             $155


              3                              $1,710                             $190


              4                              $1,980                             $220


              5                              $2,295                             $255

Supply  fee:   The above fees cover all educational supplies and snacks on a monthly basis. However, there is a one-time supply fee of $30.00 due at  the beginning of the school year. Donations of supplies are always  welcome.

Single day fee:  $20.00 per day. The single day fee is only for  situations where unforeseeable circumstances result in the need to  temporarily add days to your child's normal monthly schedule. 

Refunds are not given for missed days. Tuition is to be paid in full for each of  the nine months. 

There is a 5% discount for having multiple children attend. 



Dates: Monday through Friday from September 3, 2019 to May 28,2020 (tentative).

Times:    Monday through Friday:     9:00 a.m. to noon

Providence III Preschool will be closed on the following dates:


November 27– 29 - Thanksgiving Break


December 23 - January 1 - Christmas Break


January 20 - Martin Luther King Jr. Day  

February 17 - President’s Day


April 6-10 - Spring Break

May 25 -  Memorial Day 


Changing  the child's normally scheduled days of attendance is not permitted.  Under exceptional circumstances, and with the advance approval of the Owner/Director, such changes may be made.

If  you are interested in increasing the number of days your child attends  each week for the remainder of the year, this will be permitted if there  is space available. However, if you wish to add a day or days to the  child's normal schedule because of a special circumstance, you must have  the approval of the Owner/Director at least two days in advance and  a  charge of $20.00 will be applied for each additional day.


Providence  III will be open every scheduled day unless city schools are closed or you hear from the director.  At the discretion of the Owner/Director,  Providence III may close during extreme weather conditions.  If a severe  storm makes it necessary to close before noon you will be notified.  

Providence III follows the Lexington City Schools schedule for snow  closings. Providence III Preschool will also be closed if Lexington City  Schools are opening 2 hours late. However, there may still be  times that the Owner/Director makes the decision to close, regardless of  what the city schools have decided. If so, you will receive a call from  the Owner/Director that morning.  If you have doubts ‑ CALL.  No credit  will be given for snow or emergency closings. If school is closed before noon and a child is not picked up staff will contact the parents/guardians. If unable to reach a parent/guardian, staff will then attempt to reach those listed as emergency contacts. If unable to reach anyone after multiple attempts and if more than one hour has passed, staff will contact the police department for assistance.



In  order to be admitted, children must be between the ages of 2½ and 5  years.  In addition, children must be toilet trained to be eligible for  admission. Pull ups are not acceptable; children must be fully toilet  trained, needing minimal assistance from teachers. If your child is not  toilet trained by the first day of school, they will be moved to the  wait list and another child from the wait list will be offered  admission.

Prior to enrollment, the following must be submitted for each child:

  • Providence III Preschool Application Form 
  • Providence III Preschool Registration Form - Due before the first day of school 
  • Documentation of immunizations - Due before the first day of school. 

We must have this before the child can attend.  Either the current form used by the Department of Health or the Commonwealth of Virginia School Entrance Physical Examination and Immunization Certification  can be used.  The report must include the dates immunizations were  received and be signed by a physician, his/her designee, or an official  of a local health department. The form must contain a statement (typed or handwritten) that the child is adequately immunized. 

  • Documentation of a physical exam – Due the first day of school (or no later than one month after attendance) 

The  physical exam must be by or under the direction of a physician no more than thirty days after admission into the program. The Commonwealth of Virginia School Entrance Physical Examination and Immunization Certification must be completed.

  • Proof of identity and age (only for new students) - Due before the first day of school 

This  can be done by presenting one of the following: a) a certified copy of his/her birth certificate (original), b) a birth registration card, c)  notification of birth (hospital, physician, or midwife record), d) a  passport, or e) a copy of the placement agreement or other proof of the  child’s identity from a child placing agency.  We are not required to  keep the proof of his identity but the state requires that we document  that we have viewed this information.



Normally, the daily schedule for Providence III Preschool is as follows:


TIME                               ACTIVITIES


9:00 – 9:15                   Morning  Welcome – calendar, weather, flag salute, songs,                                         assign jobs for the  day and discuss the activities for the                                         day/weekly theme.  


9:15 - 9:30                   Group  activities focused on weekly theme or concept such                                         as alphabet,  numbers, colors, shapes, science, music,                                         etc.  Activities include daily  reading and games. 


9:30 –10:00                Group art activity, as well as, self-selected activities such as                                        play dough, coloring, easel painting, etc.  


10:00 - 10:30             Self-selected  activities - blocks, child-size household items,                                       crafts, educational  toys, puzzles, play dough, books, table                                       games, writing center, etc.

10:30 - 10:45            Clean up, toileting, washing hands.

10:45 – 11:00           Snack       


11:00 - 11:15           Group activities -  discussions, books, flannel boards, songs,                                      finger plays, recorded stories, rhythm and music activities, etc. 


11:15 – 11:45          Outside self-selected play (weather permitting)

11:45 – Noon         Closing circle - Book and story reading, songs, discussion, show                                     and tell, etc.


Our state license only permits us to operate from 8:30 a.m. to noon, Monday through Friday. As a consequence, we are not permitted to open our doors until 8:30 a.m. nor keep children in our care after noon. Only children who have signed up for early drop off will come at 8:30; our normal school day begins at 9:00 a.m.

Please  be sure your child exits on the sidewalk side of the car, and that you  hold his/her hand as you cross the street. When you arrive you should  bring your child into the building, sign in on the Sign In/Out Sheet,  and make sure a staff member knows that he/she has arrived.

At  the end of the day you should come into the building to pick up your  child.  Please sign out on the Sign In/Out Sheet and be sure to a staff  member knows your child is leaving for the day.

Children  will only be released to individuals you have designated, in writing,  to do so.  If your child is to be picked up by an individual other than  one you have designated, then a written note to that effect should  accompany the child on that day and the person picking up the child  should have some form of identification.

Please  be prompt when you pick up your child.  A charge of $10.00 per child  will be assessed for parents/guardians who are more than 20 minutes late  in picking up their children. If a child is not picked up at the end of the day staff will contact the parents/guardians. If unable to reach a parent/guardian, staff will then attempt to reach those listed as emergency contacts. If unable to reach anyone after multiple attempts and if more than one hour has passed, staff will contact the police department for assistance. 

In  the event of an emergency evacuation, Providence III Preschool staff  will be in contact with you to notify you of the situation and where you  should pick up your child.


It is important that we communicate well and clearly for, and about your child. 

We  will send you written progress reports twice during the year (January  and May) to further help you understand your child’s socio/emotional,  cognitive, and physical development, behavior, adjustment, and needs.   Furthermore, we encourage you to schedule a time to meet with our staff  to discuss these progress reports and provide feedback on your child and  our program. 

If  your child is having difficulty at Providence III or at home, or your  family is experiencing illness or stress we would like to know about  it.  Perhaps we can find a solution together.

Although  arrival and departure time may be the most convenient time to discuss your concerns or your child's progress with the teachers, it is  imperative that the teachers stay focused on the children during that  time.  Please keep your conversations with teachers brief during those  times and if you'd like to discuss things in more detail any of the  teachers will be happy to arrange a time to speak with you in person or  on the phone. 

If  you have ideas or suggestions about the program, we would love to hear them.  If you do not understand something, please discuss it with Ashley Crutchfield.  


Parents or guardians are welcome at any time (unless prohibited by the court.)  

NOTE:  Section 63.2-1813 of the Code of Virginia  states that a custodial parent or guardian shall be admitted to any  child day program. Such right of admission shall apply only while the  child is in the child day program. 


Providence  III Preschool welcomes involvement of the children’s parents or guardians.  Many opportunities exist for parents or guardians to become involved, including sharing a special skill or talent, accompanying  children on field trips, providing snacks and food for special  celebrations, etc.  Any parents or guardians who are interested in  helping in these ways should contact Ashley Crutchfield.


In  order to promote the child’s physical, intellectual, emotional, and  social well-being and growth, Providence III Preschool staff interact  with the children and one another to provide needed help, comfort,  support, and: a) respect for personal privacy, b) respect differences in  cultural, ethnic, and family backgrounds, c) encourage decision-making  abilities, d) promote ways of getting along, e) encourage independence  and self-direction, and f) use consistency in applying expectations.

Providence  III Preschool provides a consistently structured day for your child.  Part of the structure includes teaching the children manners appropriate  for school.  All discipline is constructive in nature and includes  techniques such as: 

  • using limits that are fair, consistently applied, and appropriate and understandable for the child's level 
  • providing children with reasons for limits 
  • giving positively worded directions 
  • modeling and redirecting children to acceptable behavior 
  • helping children to constructively express their feelings and frustrations to resolve conflict 
  • and arranging equipment, materials, activities, and schedules in a way that promotes acceptable behavior 

When a child misbehaves we use a three-step correction process.


1.  The child is redirected toward another activity.


2.  The  child is removed from the activity and has a one‑on‑one conference with       a teacher regarding the behavior, including alternative behaviors the  child       might use the next time the situation occurs.


3.  If the problem continues, communication between a member of the staff and      the parents/guardians to discuss the problem.

Staff  members will never use physical punishment such as striking or roughly handling a child, restricting movement through binding or tying, forcing  a child to assume an uncomfortable position, using exercise as  punishment, enclosing children in a small confined space or any space  that the child cannot freely exit themselves, or applying unpleasant or  harmful substances.  In addition, staff members will not verbally abuse  children by using threats, making belittling remarks, or frightening or  humiliating the child.  When disciplining a child, staff members will  not force, withhold, or substitute food or punish a child for toileting  accidents.  Children will never be punished by another child. 


When  students are transported in a vehicle all Virginia state statutes about safety belts and child restraints will be followed, children will  remain seated and each child's arms, legs, and head will remain inside  the vehicle, doors will be closed properly and locked, at least one  staff member or the driver will remain in the vehicle when children are  present.  All children must be in a car seat.

All  children will enter and leave the vehicle from the curb side of the  vehicle or in a protected parking area or driveway.  When crossing  streets, children will be accompanied by an adult and will cross at  corners, crosswalks or other designated safe crossing points.


Parents/guardians  will be notified of field trips at least three days in advance of the  field trip.  Parents/guardians will be given the opportunity to withdraw  their child from the field trip.  Because all staff will accompany  children on field trips, those children who choose not to participate in  the field trip may not attend preschool on days when field trips are  taken (refunds will not be given). If you can help, please let us know  what you would be willing to do and the times you are available.

Normally, we request parents drop off and pick up at the field trip location. 


Providence  III Preschool provides a snack each day for all children and we follow strict standards regarding health, nutrition and food service.  A menu  listing of foods to be served for all snacks during the week will be  posted in the classroom.

Special  diets and allergies should be made known during registration.  Any dietary limitation preventing your child from having a USDA approved  diet (such as an allergy to milk) must be accompanied by a physician's  written statement.

On  special occasions, such as the child's birthday, children may bring  snacks for the entire class but, under the direction of health care  officials we ask that these snacks be prepackaged or store bought.

When  food is brought from home, the food container must be sealed and  clearly dated and labeled to identify the owner.  Unused portions of  opened food will be discarded by the end of the day or returned to the  parent/guardian.   

During snack times, staff members will sit with the children when not serving food.


Children  with contagious illnesses (fever over 100 degrees, recurrent vomiting  or diarrhea, or a communicable disease (flu, pink eye, measles, head  lice, etc.) may not attend Providence III Preschool until they are  symptom‑free for 24 hours and/or present a physician's written note  stating they are not contagious.

If  a child needs to be excluded because of illness, parents/guardians will  be notified by phone as soon as possible after the signs or symptoms  are noticed.  Should a child become ill while at school  parents/guardians will be expected to pick the child up promptly.

Parents/guardians  should notify a staff member if a child has a contagious illness.   Parents/guardians must inform Providence III Preschool within 24 hours or the next business day after their child or any member of the  immediate household has developed any reportable communicable diseases,  as defined by the State Board of Health, except for life threatening  diseases which must be reported immediately. If your child has had a  reportable communicable disease, you may be asked to present a note from  a physician saying it is ok for the child to return to school. 

If  children have been exposed to a communicable disease listed in the Department of Health’s current communicable disease chart while at  Providence III Preschool, parents/guardians will be notified within 24  hours or the next business day after we’ve been informed unless  forbidden by law, except for life threatening diseases, which will be  reported immediately. 

No credit or make‑up days are given for absences due to illness.


Children's  hands will be washed with soap and water before eating snacks, after toileting, and after any contact with body fluids.  All staff will wash  their hands with soap or germicidal cleansing agent and water after  helping a child with toileting, after the staff member uses the toilet,  after any contact with body fluids, and before feeding or helping  children with feeding.  Whenever any surface has been contaminated with  body fluids it will be cleaned and sanitized.


Providence  III Preschool will have a staff member trained in administering prescription, non-prescription and over the counter medications.  However, Providence III Preschool prefers to only administer medication  if absolutely necessary during the operating hours of the program and/or  in the event of an emergency. 

Staff  members will administer medication only with the written authorization  of the child's parent/guardian.  The parent’s authorization for  medication shall expire or be renewed after 10 working days.  In the  case of long-term use of medication, written authorization of the  child’s parent/guardian and physician is required and must be renewed  every six months.  All medication must be labeled with the child's name,  the name of the medication, the dosage amount, and the time or times to  be given.  All medication must be in the original container with the  prescription label or direction label attached.  

All medicine must be handed to a staff member.  It will be locked out of the reach of children. Medication  will be returned to parents/guardians as soon as the medication is no  longer being administered.  When an authorization for medication  expires, the parent/guardian will be notified that the medication needs  to be picked up within 14 days, or the parent must renew the authorization.  Medications that are not picked up by the  parent/guardian within 14 days will be disposed of by either dissolving  the medication down the sink or flushing it down the toilet.

Staff members will inform parents immediately of any adverse reactions to medication administered or any medication error.


Providence  III Preschool staff members do not apply sunscreen or insect repellent.  If desired, parents or guardians should apply them prior to  coming to school.


Providence III Preschool carries accident insurance for your child while they are in our care.

At  least one staff member, who is trained in first aid, cardiopulmonary resuscitation (CPR) and rescue breathing, will be on the premises during  the preschool's hours of operation and on all field trips.

In  the event of an emergency requiring immediate medical care, the staff  will either call the Rescue Squad or transport the child to the nearest  hospital.  Every effort will be made to notify you or your designated  emergency contact as soon as possible.

At  the end of each year, we review all accident reports and make  appropriate changes to our program to ensure the safety of the children.


If  a child is missing from Providence III Preschool, staff members report  the missing child to the Owner/Administrator.  The staff checks in and  around the building, and if the child is not found, the police are  immediately called.  The parents are then called.  All such incidents  are documented by the staff.


In the  event of an emergency, staff will immediately call 911 to report the situation.  A staff member will listen to the radio and follow  instructions from emergency personnel. Providence III Preschool has an  Emergency Preparedness Plan that includes an evacuation plan, a  shelter-in-place plan and a lockdown plan. 

In the event of an emergency  requiring an evacuation of the building, children will be evacuated to  the Lylburn Downing Middle School gymnasium. 

In the event of an  emergency (e.g., tornado) requiring children to stay inside the building  (shelter-in-place), children will be taken to the control room on the ground floor. In the event of a lockdown, classroom doors will be locked  and children and staff will take shelter in a locked closet.

After all  children are accounted for and safe, the Owner/Director or Teacher will contact the parents by cell phone and/or school phone.   A message will  also be sent to local radio stations FM 96.7 and AM 1450 if necessary.  If the routes of transportation to Providence III Preschool are cut off, the children  will be kept at the preschool until the routes are passable.

If children need to be picked up early  due to an emergency situation staff will contact the parents/guardians. If unable to reach a parent/guardian, staff will then attempt to reach those listed as emergency contacts. If unable to reach anyone after multiple attempts and if more than one hour has passed, staff will contact the police department for assistance. 

A copy of the Comprehensive Evacuation Plan can be viewed in the Owner/Director’s Office. 


Please do not bring your child's personal toys or books to school (except on show and tell days - once per month).


Your child  should be dressed casually in seasonally appropriate clothing and in rubber‑soled, well fitting shoes.  We play in dirt and sand, use  finger‑paints, water colors and glue.  Stains are common; please don't  let good clothes be ruined.

An extra set of clothing for each child should be stored at school. All clothing should be labeled.

During  winter months ‑ each child will need warm coats/jackets, hats, and mittens.  We go outside for fresh air most every day, weather  permitting.


In  the event that you need to withdraw your child from the preschool, a minimum of one month's notice is required.  Failure to provide such  notice will result in a charge for the month.

In  the event that a child requires more attention than we can provide and  still maintain a quality experience for all involved, Providence III  Preschool reserves the right to refuse and/or terminate the enrollment  of any such child.   Parents/guardians will be informed of the reasons  for termination.  Providence III will make every effort to extend the  same one-month's notice we have requested of parents/guardians, but if  we believe the safety of children and/or staff is in jeopardy, we  reserve the right to remove the child, effective immediately.  In these  circumstances we will return a prorated percentage of the month's  tuition.

We  will, of course, communicate our concerns as they arise and do what we  can to assist the parents/guardians in finding appropriate help and/or  child-care.

Parents/guardians  are also expected to support the procedures and regulations as well.   Providence III Preschool is licensed by the Commonwealth of Virginia's Department of Social Services.  All of our standards, rules, policies  and procedures are designed to insure that our activities, services, and  facilities are conducive to your child's well‑being.  Your cooperation  with our policies and procedures is important in order to maximize the  quality of care your child receives.  If a parent is unable to support  and cooperate with our policies and procedures, we reserve the right to  refuse service.  Examples of such behaviors include, but are not limited  to, habitual tardiness on departure and failure to pay fees in a timely  fashion.


Staff  members are required by law to report suspicion of child abuse or  neglect to the Protective Services Unit of the Department of Social  Services.


Information about the licensing of Child Day Programs by the Department of Social Services can be found in Appendix 1.