Policies + Procedures

DOWNLOAD THE HCS SUMMER LABS POLICIES + PROCEDURES

Program Overview

Each week of Summer Labs takes students on an exploratory journey into a variety of STEAM (science, technology, engineering, arts, and mathematics) disciplines. During each STEAM module, students become experts on the theme of the week as they deepen their knowledge through inquiry-based learning and interactive experimentation. These lessons are designed to foster collaborative thinking, problem solving, and teamwork. In addition, Summer Labs provides time for free play, team building challenges, and field trips.

Program Locations

Summer Labs operates at four convenient Huntsville City School sites:

  • Central: Blossomwood Elementary
  • East: Goldsmith Schiffman Elementary
  • West: Providence Elementary
  • South: Weatherly Elementary

Students are welcome to attend any site they prefer, even if it is not their designated school site. In addition, students do NOT have to be a Huntsville City Schools student to attend Summer Labs. However, transportation is the responsibility of the parent/guardian.

Please note, sites are subject to change due to summer school schedules. Parents/guardians will be notified of any changes.

Operational Hours

Summer Labs operates daily from 7:00 AM until 5:45 PM; a 15-minute grace period that ends at 6:00 PM is given as a courtesy and should be used for emergencies only. After the grace period expires, late pick-up fees are charged. Consistently late pickups may result in termination of service.

Weekly Schedule

Dates STEAM Module Field Trip
June 5 – 9 Itsy Bitsy Bug’s Life Burritt on the Mountain
June 12 – 16 Water World Explorers Oakwood Pool
June 19 - 23 Artists' Workshop Huntsville Museum of Art
June 26 - 30 Mechanics of Motion: Part II Carousel Skating Rink
July 3 - 7 Culinary Cook-Off Oakwood Pool
July 10 - 14 Musical Magicians Carousel Skating Rink
July 17 - 21 Operation Architect: Part II Pump it Up

*Summer Labs will not be open on July 4. There will be no refunds/discounts for this week.

Daily Schedule

Monday - Thursday Schedule

Note: Morning half day is from 7 a.m. - 12 p.m. Afternoon half day is from 12 - 5:45 p.m.
Pre-K - 2nd grade 3rd - 8th grade
7 - 8 a.m. Learning Centers Learning Centers
8 - 9 a.m. Snack + Outdoor Play Snack + Outdoor Play
9 - 10 a.m. STEAM Lesson Guided Play
10 - 11 a.m. Guided Play STEAM Lesson
11 a.m. - 12 p.m. Lunch Lunch
12 - 1 p.m. Daily Team Challenge Daily Team Challenge
1 - 2 p.m. Afternoon Nap (P-K) + Computer Gaming (1-2) Computer Gaming*
2 - 3 p.m. Guided Play + Snack STEAM Enrichment Lesson
3 - 4 p.m. STEAM Enrichment Lesson Guided Play + Snack
4 - 5 p.m. Arts Stations Arts Stations
5 - 5:45 p.m. Learning Centers + Outdoor Play Learning Centers + Outdoor Play

Friday Schedule

Goldsmith Schiffman + Weatherly Blossomwood + Providence
7 - 8 a.m. Learning Centers Learning Centers
8 - 8:30 a.m. Snack + Outdoor Play Snack + Outdoor Play
8:30 - 9 a.m. Field Trip Travel: (See weekly schedule) Arts Stations
9 - 11 a.m. Field Trip* STEAM Celebration
11 - 11:30 a.m. Field Trip Travel: School Computer Gaming*
11:30 a.m. - 12:30 p.m. Lunch Lunch
12:30 - 1 p.m. Arts Stations Field Trip Travel: (See weekly schedule)
1 - 3 p.m. STEAM Celebration Field Trip*
3 - 3:30 p.m. Computer Gaming* Field Trip Travel: School
3:30 - 4 p.m. Snack + Daily Team Challenge Snack + Daily Team Challenge
4 - 5 p.m. Guided Play Guided Play
5 - 5:45 p.m. Learning Centers + Outdoor Play Learning Centers + Outdoor Play

*Computer Gaming will not be available during the first and last week of Summer Labs. In addition, Field Trips are subject to change due to venue schedules. Parents/guardians will be notified of any changes.

Eligibility Requirements

Students must meet the following eligibility requirements in order to attend Summer Labs:

Must be at least four years of age.

Must be toilet-trained.

Must be able to participate in an environment where the teacher-to-student ratio ranges from 1:15 - 1:20.

Must be able to work with other children collaboratively on project-based activities in which supplies and workspaces are shared.

Must be able to safely play with other students without presenting a physical threat to others or oneself.

Must be able to participate in open areas, such as cafeteria, playground, and gymnasium, without risk of flight or need of restraint.

Registration Procedures

To register for Summer Labs, click enroll now. Upon registration, a one-time $20 per week per child registration fee is due. The registration fee ensures your child’s spot in the Summer Labs program for the week. The registration fee will not be waived or refunded.

The registration deadline for each week of Summer Labs is 6:00 PM on Monday one week prior to the first day of camp. You will not be able to drop-off your child at Summer Labs for a week that you have not registered for by the established registration deadline.

In addition, students must meet eligibility requirements in order for the registration form to be approved. If a student has an Individual Health Plan or an Individualized Education Program, additional information may be requested prior to approval of the registration form.

The registration fee must be paid and the registration form must be approved in order for students to be enrolled in Summer Labs.

Registration Options

Summer Labs offers the week-long registration options listed below. Parents may not enroll their child for more than one registration option per week of Summer Labs.

Registration Type Days Hours
Full-Day Monday – Friday 7:00 AM – 5:45 PM
Half-Day Morning Monday – Friday 7:00 AM – 12:00 PM
Half-Day Afternoon Monday – Friday 12:00 PM – 5:45 PM

Forms

Student Drop-Off Procedures

When parents drop off a child, they need to escort their child into the school and check in. Before parents leave, a Summer Labs staff member will check that their child arrived with appropriate snack(s) and/or lunch.

Students enrolled in the full-day or half-day morning option need to be checked in by 9:00 AM.  Students enrolled in the half-day afternoon option must be checked in by 1:00 PM.

On field trip days, students must arrive at least 30 minutes prior to the field trip departure time scheduled for that week. Field trip departure times will be posted at each site weekly.

Student Pick-Up Procedures

Once students report to the program, they may not leave the premises until an individual who is authorized for pick-up has checked them out. With written parental notice and approval, classroom teachers, community professionals, or social workers may meet with students during the program hours without the supervision of the program staff. To do so, such persons must sign out the student indicating the student’s location within the school premises while away from program staff.

If, during an emergency, an individual authorized to pick up the student is not available, the Lead Teacher must be contacted to confirm other arrangements.

Since the program ends at 12:00 pm for half-day (morning) students and 5:45 PM for full-day students, the 15-minute grace period that ends at 12:15 PM and 6:00 PM, respectively, is given as a courtesy and should be used for emergencies only.

After the grace period expires, late pick-up fees are charged. Consistently late pick-ups may result in termination of service.

Student Nutrition

Parents will be required to provide lunch and/or snacks for their child based on their site of attendance and registration enrollment. Please refer to the information provided below for directions on the provision of lunch and/or snacks.

FULL-DAY REGISTRATION

  • For students enrolled full time, parents/guardians need to pack a lunch and two snacks. Breakfast and lunch will be provided for students attending Providence Elementary for Summer Labs.

HALF-DAY MORNING REGISTRATION

  • For students enrolled half-day (morning), parents/guardians need to pack lunch and one snack. Breakfast and lunch will be provided for students attending Providence Elementary for Summer Labs.

HALF-DAY AFTERNOON REGISTRATION

  • For students enrolled half-day (afternoon), parents/guardians need to pack one snack.

There will be no refrigeration available for students at the school sites. Please do not send food that requires refrigeration. Due to the prevalence of peanut allergies, please also refrain from sending peanuts or peanut products.

Field Trip Guidelines

On field trip days, students must arrive at least 30 minutes prior to the field trip departure time scheduled for that week. Field trip departure times will be posted at each site weekly.

All children must travel to and from field trip locations via school bus. Therefore, children will not be allowed to leave from a field trip with their parents. In addition, parents are not allowed to travel on the school bus with their children; however, they may drive behind the bus in their own automobile.

Please don’t forget to send your child to school with their Summer Labs t-shirt on field trip days. On field trips to Oakwood Pool, please send your child to school with the following items:

  • Swimsuit
  • Towel
  • Water Wings (as needed)

VOLUNTEER CHAPERONES

To help ensure the safety of Summer Labs students, all volunteer chaperones must obtain a cleared background checked. The cost of the background check will be the responsibility of the volunteer chaperone.

If the volunteer chaperone has a current cleared background check or military clearance, then they will not need to obtain a new background check. Generally, fingerprints and background checks are valid for five years.

Documentation of cleared background check is required one week prior to the date of the scheduled field trip. If a volunteer chaperone needs a background check, please contact the Client Specialist at 256.382.1057 or This email address is being protected from spambots. You need JavaScript enabled to view it. two weeks prior to the date of the scheduled field trip in order to ensure sufficient time for the background check to be processed.

Personal Belongings Policy

Please send the following items with your child to Summer Labs every day:

  • Lunch + Snacks
  • Comfortable Clothes
  • Athletic Shoes
  • Hat/Visor
  • Water Bottle

All of your child’s items should be labeled with your child’s first and last name. Your child needs to be responsible for his or her own belongings; Summer Labs will not be responsible for any lost, stolen, or damaged items. No toys or electronic items may be brought to Summer Labs. If seen, these items will be collected and returned to the parent at pick up.

Severe Weather Days

The Superintendent of Education for Huntsville City Schools determines whether or not facilities should be open for service during inclement weather. In the event that the Superintendent closes facilities, Summer Labs will also close, and media announcements will be made. Parents are responsible for consulting media and school site information to determine if Summer Labs is operational. Parents who have an email address on file will receive email alerts.

On days where the Superintendent has canceled facility use, tuition will not be refunded.

Health + Safety

If a child should become ill or injured during operational hours, parents will be contacted, and a pick-up recommendation or requirement will be discussed. Summer Labs teachers have a right to contact ambulance or emergency services for any child that is experiencing a medical emergency.

A parent/physical authorization form must be completed, signed by the child’s physician, and filed with Summer Labs before staff may administer either prescribed or over-the-counter medications to students during program hours. Certain over-the-counter medications may not require a pediatrician’s signature; however, parental signature will be required.

Information concerning allergies or health restrictions must be listed on the child’s registration form. In addition, an Emergency Treatment Plan must be on file with Summer Labs if the student has a potentially life threatening condition, such as diabetes, asthma, seizures, or severe allergic reactions. Nurse care is not provided on-site.

It is the responsibility of the parent or guardian to ensure that the child’s medical information is kept up-to-date with the school and with Summer Labs. Any updates should be communicated to the Lead Teacher.

Summer Labs staff are not able to apply sunscreen to students. Please apply sunscreen to your child prior to arrival at Summer Labs.

Summer Labs does not offer accident insurance for children. Your signature on the registration form and any pertinent waiver(s), including the Field Trip Permission Slip and Release of Liability Form, signifies that you understand and accept this limitation and intend to assume full responsibility for any/all expenses incurred due to injury in the program. Your signature further authorizes the program to release your information to responding emergency medical personnel.

Student Rights + Responsibilities

It is a privilege and an honor to serve your child in our Summer Labs program. We strive to deliver the best experience possible, combining a curriculum grounded in science, technology, engineering, arts, and mathematics (STEAM) with a safe, fun program, delivered by a caring and committed staff. The following rights and responsibilities are being shared in order to convey the behavior expectations for the children in our program.

Summer Labs students have the right to:

  • Attend a safe, welcoming program.
  • Expect courtesy, fairness, and respect from the staff.
  • Express their needs to their teachers.
  • Resolve disputes peacefully.
  • Have fun, along with meaningful learning experiences.
  • Summer Labs students have the responsibility to:

  • Follow all behavior guidelines.
  • Respect the rights and property of others.
  • Refrain from hurting other students verbally or physically.
  • Respect and follow the guidance of Summer Labs teachers.
  • Refrain from using words or gestures that are disruptive or disrespectful.
  • Parents/guardians play an important role in partnering with us for your child’s success in the program.  Self-motivation and personal responsibility are keys to future success. Towards that end, Summer Labs uses a “key” system based in positive psychology.  Many of your children use similar systems in their daily classroom, and this will be a way for you to get feedback on your child’s behavior during his/her participation in Summer Labs.

    All students start each day with a smiley face colored in on their behavior tracker. Students may have their behavior tracker colored to the plus sign if their behavior is exceptionally good on that day. However, students will have their behavior tracker colored to the minus sign for behavioral issues. You will be notified when your child’s behavior tracker is colored to the third minus sign. A student who has three minus signs colored for three days in a row may be removed from the program based on the Lead Teacher’s recommendation. Tuition will not be refunded for suspension from the program.

    While we recognize that our role is to coach students to success, there are some behaviors that we will not tolerate. Children who engage in any of these activities may be removed from the program at the time of the first incident.

    These behaviors include:

  • Rude Disobedience
  • Vandalism
  • Sexual Harassment
  • Bullying
  • Violence
  • Tuition

    Summer Labs offers full-day and half-day rate options, as well as discounted rates for registering early (as explained below).

    If you choose to change the weeks that your child is enrolled in Summer Labs, then you will be billed for the current rate of tuition regardless of the rate originally offered. In other words, the early bird registration rate and the regular registration will not be valid after the established deadlines under any circumstances.

    EARLY BIRD REGISTRATION: January 4 - April 2

    • Full-Day Registration Cost per Week: $110 Tuition + $20 Registration Fee
    • Half-Day Morning Registration Cost per Week: $70 Tuition + $20 Registration Fee
    • Half-Day Afternoon Registration Cost per Week: $70 Tuition + $20 Registration Fee

    REGULAR REGISTRATION: April 3 - May 28

    • Full-Day Registration Cost per Week: $125 Tuition + $20 Registration Fee
    • Half-Day Morning Registration Cost per Week: $85 Tuition + $20 Registration Fee
    • Half-Day Afternoon Registration Cost per Week: $85 Tuition + $20 Registration Fee

    LATE REGISTRATION: May 28 and later

    • Full-Day Registration Cost per Week: $140 Tuition + $20 Registration Fee
    • Half-Day Morning Registration Cost per Week: $100 Tuition + $20 Registration Fee
    • Half-Day Afternoon Registration Cost per Week: $100 Tuition + $20 Registration Fee

    If you choose to change the weeks that your child is enrolled in Summer Labs, then you will be billed for the current rate of tuition regardless of the rate originally offered.

    Discounts

    Summer Labs offers the following discounts:

    All Summer Discount

    If a student is registered for the entire summer and the parent/guardian pays for the first six weeks of Summer Labs, then tuition for the last week is free! In order for the student to attend, parents/guardians must still pay the $20 registration fee for the last week of Summer Labs.

    Multi-Child Discount

    When a parent/guardian registers three or more children for Summer Labs, tuition is reduced by 10% for each child after the first and second.

    Late Pick-Up Fees

    If students are picked-up from Summer Labs after 12:15 PM (for students enrolled in the half-day morning program) and 6:00 PM (for students enrolled in the full-day and half-day afternoon programs), then a late pick-up fee will be added to the account balance. At 12:16 PM and 6:01 PM, a $10 late pick-up fee will be added to the account balance. For every minute after 12:16 PM and 6:01 PM, an additional $1 late pick-up fee will be added to the account balance.

    Payment Methods + Procedures

    Summer Labs tuition will be billed to student accounts upon registration. All Summer Labs tuition and fees must be paid in full by 6:00 PM on Monday one week prior to the date that the child plans to attend. If payment has not been received, enrollment will be canceled. There will be no refund for registration fees.

    Account holders may access registration and tuition information for Summer Labs through the Parent Portal at any time. To access the Parent Portal, click register + pay. Account holders have three payment options:

    AUTOMATIC PAYMENTS

    For each week of Summer Labs, the account balance is automatically deducted from the credit/debit card on file the Monday morning one week prior to the date that the child plans to attend. Summer Labs accepts Visa, MasterCard, and Discover cards. Payments for Summer Labs will appear on credit card statements as Blue Pay.


    ONLINE PAYMENTS

    For each week of Summer Labs, the account holder pays tuition online through the Parent Portal by credit/debit card by 6 PM on Monday one week prior to the date that the child plans to attend. Summer Labs accepts Visa, MasterCard, and Discover cards. Payments for Summer Labs will appear on credit card statements as Blue Pay.


    ONSITE PAYMENTS

    For each week of Summer Labs, the Account Holder pays tuition via check or money order by delivering the check or money order to the Lead Teacher at their site by 6 p.m. on Monday one week prior to the date that the child plans to attend. For the first week of Summer Labs, checks will be accepted and due on-site the Monday of the week your child is attending. Checks must be made payable to Huntsville City Schools and must include the following information: student name, Summer Labs site, Account Holder name, Account Holder phone number, Account Holder driver’s license number, and address. Money orders must be made payable to Huntsville City Schools and must include the following information: student name and Summer Labs site. Checks and money orders will not be collected onsite any other day except Mondays. Huntsville City Schools’ Finance Department only allows two returned checks per year before check writing privileges are suspended until the close of the current calendar school year.

    Summer Labs accepts Visa, MasterCard, Discover, money order, and personal check. Cash is not accepted as a form of payment. Parents are responsible for payment regardless of attendance.

    Withdrawal Policy

    Account Holders must withdraw students by 6 p.m. on Monday the week prior to the date that the child plans to attend. If Account Holders notify Afterschool Labs after 6 p.m. on Monday the week prior to the date that the child plans to attend, they are responsible for paying tuition for that week of Summer Labs.

    Account Holders must notify the Client Specialist at This email address is being protected from spambots. You need JavaScript enabled to view it. or 256.382.1057 of the decision to withdraw a student. When a student is withdrawn successfully from Summer Labs, the account holder will receive a confirmation email. If a student is not properly withdrawn, tuition and late payment fees for Summer Labs may accrue.

    The following methods do not constitute a successful withdrawal from Summer Labs:

  • Notifying the student's teacher.
  • Notifying the student's Lead Teacher.
  • Childcare Management Agency (CMA) Policy

    Clients of the Childcare Management Agency (CMA), a government childcare subsidy program for eligible participants, must abide by the chronic absenteeism regulation, which allows only five absences per calendar month for extended day care. With a medical excuse, CMA will reimburse up to five additional absences.

    Summer Labs requires that the medical excuse mentioned be presented on the first day of the CMA client’s return. If a medical excuse is not presented to the Lead Teacher, the student’s payment account will be assessed a fee of $14 per uncovered date of absence per child in a calendar month. This fee is set to compensate for administrative costs and the non-reimbursed tuition; it is in addition to the regularly scheduled weekly parent fee set by CMA. Parents/guardians are responsible for payment of the parent fee each week. CMA will not reimburse any additional absences per student per calendar month, even if a medical excuse is presented.

    The State Department of Human Resources has instituted a computerized Time and Attendance system to monitor student attendance. Using the student’s pin number, parents/guardians must swipe both “Check In” and “Check Out” each day per student. Failure to do this transaction will create the need to “back swipe” the following day. Only 10 electronic transactions are permitted per day. Student payment accounts will be assessed a fee of $10 (part-time) per every non-reimbursable day of service due to negligence or disregard past CMA deadline. This fee is set to compensate for administrative costs and the non-reimbursed tuition; it is in addition to the regularly scheduled weekly parent fee set by CMA.

    The Childcare Management Agency subsidizes tuition fees only. All other fees, such as the “Absent without Excuse” charge, “No Swipe” fee, application/registration fees per child, late payment and late pick-up penalties, as well as activity fees, are the sole responsibility of the parent/guardian.

    Transfer letters and required documentation for CMA are due to the Client Specialist by 6 p.m. on Monday one week prior to the date that the child plans to attend.

    For information regarding eligibility requirements for this program, please contact the Childcare Management Agency at 256.534.5110.

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