FAQ & Forms

Here you will find important Y Club program information, registration forms and Emergency Information Packets. Scroll to the bottom of the page to view and download forms.

REGISTRATION PROCESS

Q. When is the registration deadline?
  • Registration for full-time care for the 2017-18 school year opens to current Y Club families on May 3, 2017. All families can register for full-time care beginning May 8, 2017. Part-time enrollment begins on July 3, 2017, based on availability.
  • To begin Y Club the first day of school, registration must be complete at least two weeks prior to the first day of school. Please download the Registration Form and refer to the Program Enrollment page for a specific deadline for your school or district.
  • Paper registration will still be available after online registration ends, based on availability.
  • After the start of the school year, registration forms must be submitted no later than the Wednesday before the following week of care. For example, if you would like your child to start on Monday, September 18, registration is due by Wednesday, September 13.
  • Early registration is encouraged. Spots may be limited as the beginning of the school year approaches and after the school year has started.
  • Regardless of whether you register online or by completing the downloadable form, you also must complete an Emergency Information Packet for your child and bring it to your Y Club on your first day. Please keep a copy for yourself.
Q. How do I register for Y Club?
  • Full-time families may register online using our ActiveNet registration system. Online registration is strongly recommended for its convenience and reduced processing time. Or, full-time families may download and complete a printable registration form.
  • Part-time families must download and submit a paper registration form in person, by fax or postal mail. Paper registration forms are entered in the order in which they are received. Online registration is not available for part-time families.
  • Families registering at a free/reduced lunch site must download and complete the “Free and Reduced Lunch” printable registration form. The Free and Reduced Lunch letter issued by your school district must be submitted with your registration form.
  • Families who are paying with DCF Kansas state funds or DSS Missouri state funds must download and complete a printable registration form and include their eligibility letter from the state.
  • Families applying for YMCA financial assistance must download and complete the printable registration form and a scholarship application, which includes income verification. 
Q. How do I retrieve my login information?

If you have participated in YMCA programs before and have never received your login information or forgot it, click Forget Your Password and complete the prompts to reset your password. If your email is not recognized or you cannot remember the one associated with your account, please contact the Youth Development Services office at 913.345.9622 to update your information.

If you have never participated in a YMCA program before Create a Create an Account.

Q. I just created an account but I'm unable to log in. What should I do?

ActiveNet automatically sends a confirmation email with an account activation link that you must click before you can log in. If you cannot locate this message, please check your spam folder. Please contact the Youth Development Services office at 913.345.9622 if you did not receive the message.

Q. Why is the ActiveNet online registration system stating that I am too young to pay?

In most cases, this is because there is not a date of birth on your account, or your email address has been added to your child's information. Sign out of your account and contact the Youth Development Services office at 913.345.9622 to update your information.

Q. If I download and print a registration form, how do I submit it?

You may hand deliver completed forms to our Youth Development Services office:

YMCA Youth Development Services
8205 W 108th Terrace, Suite 120
Overland Park, KS 66210

Or you may fax or mail completed forms to:

YMCA of Greater Kansas City
Attn. Y Club Registration
3100 Broadway, Suite 1020
Kansas City, MO 64111
Fax: 816.931.1847

We are unable to process registration by phone or at Y Club before and after school locations.

Completed Emergency Information Packets must be delivered to your child's Y Club site on the first day of care.

Q. What payment is due at registration?

The registration fee and the first week’s tuition are due at the time of registration.

Q. My family doesn’t need care every week. Can I register for only the weeks I need care?

In order to maintain consistency within the program, Y Club is not able to accommodate rotating schedules. All program participants must be continuously enrolled in the program. Fees are based on enrollment rather than attendance, and fees are not pro-rated if your child is unable to attend.

Q. We don’t need care at the beginning of the school year, but we will need care later. How can I register for a start date later in the school year?

To register for a future start date, you may contact us one week prior to your desired start date to register. Please note, spots may be limited or unavailable. If you want to save your spot until you begin using Y Club, you may register now and make weekly payments for the weeks your child is enrolled but not attending Y Club.

Q. Is care available on days when school is not in session?

We offer No School Day care at select locations in select districts when school is not in session. No School Days are typically available during parent-teacher conferences, teacher in-services, winter and spring breaks, and other days out.

If your child attends No School Days, you will need to bring a copy of the Emergency Information Packet to your No School Days site.

Q. What if we want to change our schedule once we are enrolled?

Any changes in enrollment, such as a change in location, type of care (full-time or part-time), payer or program (before school, after school, or before and after school care), require one week’s written notice and are based on current availability. This notice must be completed on a Change/Drop Request Form, which you can download below, or request at your Y Club site or at the Youth Development Services office. There is a $25 administrative fee per child to process enrollment changes.

Scroll to the bottom of this page to download Y Club forms.

 

Registration and Financial Assistance Forms

Although online registration is encouraged, you may download and fill out a printable registration form for your location below. 

Please submit a paper application if you are applying for financial assistance, registering for part-time care, enrolling at a free/reduced site or paying with DCF Kansas state funds or DSS Missouri state funds. 

You may hand deliver completed forms to our Youth Development Services office:

YMCA Youth Development Services
8205 W 108th Terrace, Suite 120
Overland Park, KS 66210

Or you may fax or mail completed forms to:

YMCA of Greater Kansas City 
Attn. Y Club Registration 
3100 Broadway, Suite 1020 
Kansas City, MO 64111 
Fax: 816.931.1847

We are unable to process registration by phone or at Y Club before and after school locations.

Completed Emergency Information Packets must be delivered to your child's Y Club site on the first day of care.

Emergency Information Packets

Regardless of whether you register online or by completing the downloadable form, you also must complete an emergency packet for your child and bring it to Y Club on your first day. Download and complete the appropriate packet based on the location of your child's school.

If your Y Club site is in the Shawnee Mission School District and also hosts a Y Preschool or Pre-K program, complete the Kansas Emergency Packet - Sites with Y Club, Pre-K and/or Preschool Programs. Sites that currently require this packet are Apache, Bluejacketflint, Highlands, Roesland and Santa Fe Trail. Please note, one form must be signed by your child's physician and another must be notarized.

Please keep a copy for yourself. If your child attends No School Day or programs at other schools, you will need to bring a copy of the emergency packet to each location. 

FEES AND ASSISTANCE

Q. How can I access my tax receipts for Y Club?

Payers can access dependent care tax receipts at any time by logging in to the ActiveNet system. Once logged in, click My Account then Print Tax Receipts under the Account Activity header. Select the tax year and payer, then click Run Report. Please note that tax receipts are listed by payer, not participant. Each payer must print their own receipt.

Q. How much does Y Club cost?

Fees vary by location. Fees include weekly tuition and a one-time registration fee.

We also accept state child care subsidy payments from DCF in Kansas or DSS in Missouri. Financial assistance is also available from the Y.

Q. What payment is due at registration?

The registration fee and the first week’s tuition are due at the time of registration.

Q. What if I pick up my child late?

There is a late pickup fee of $1 per minute per child. Late pickup fees are due on site when you pick up your child. This is the only situation where cash payments are accepted.

Q. My family doesn’t need care every week. Can I pay for care only when I need it?

In order to maintain consistency within the program, Y Club is not able to accommodate rotating schedules. All program participants must be continuously enrolled in the program. Fees are based on enrollment rather than attendance, and fees are not pro-rated if your child is unable to attend.

Q. How do I pay?

All payments are due weekly. Payment options include the following:

  • EFT (Electronic Funds Transfer). Families who register online or who sign up for this service will automatically be scheduled for weekly payments on Sundays. This is a hassle-free way to ensure your tuition payment is on time and to avoid late fees.
  • Pay online by accessing your account. Once logged in, you may update payment information, make weekly payments, print receipts, enroll for No School Days and manage your account.
  • Pay at the school site with a check or money order. Cash is not accepted. Please be sure to include your child or children’s names on the memo line.

Phone payment may be made by calling the Youth Development Services office. Splitting balances between multiple parties is not available.

Q. Does the Y take state child care subsidy payments from DCF in Kansas or DSS in Missouri?

Yes. Please provide us a copy of your eligibility notice. Contact your case manager for more information. 

Q. When are payments due?

Payments are due one week in advance for payments made at the school site, by phone or online. Payment for the first week of care is due at the time of registration, and payment for week two is due the Monday of the first week your child is enrolled. Subsequent payments are due each Monday. You will not need to make a payment during the final week your child is enrolled in Y Club because of the advance payment schedule.

If you choose EFT (Electronic Funds Transfer), your weekly tuition will be charged the Sunday night the week of care. For example, for care the week of September 26, payment will be charged to your bank or credit card account the night of Sunday, September 25.

Q. What if my payment is late?

A $20 late payment fee will be charged if the stated fees are not paid by 6 p.m. every Monday. If payment is not received by Wednesday, a Notice of Dismissal will be issued and payment must be made in full for services to continue.

Q. Once I am registered, what paperwork is required to begin the program?

Complete the Emergency Information Packet. Each child must have a completed Emergency Information Packet on site prior to beginning care. 

  • Complete the Missouri packet if your child’s school is in Missouri. 
  • Complete the Kansas packet if your child’s school is in Kansas unless your child attends Highlands or Santa Fe Trail. 
  • If your child attends a program at Highlands or Santa Fe in the Shawnee Mission School District, complete the Highlands/Santa Fe packet. Please note, the Highlands/Santa Fe packet requires a health form to be signed by a medical provider.

You may download the appropriate packet for your child’s school below, type in your information and save it to your computer. You can also access the Emergency Information Packet by following the link on your receipt for online payment, logging in to your online account or picking up a paper copy at the YMCA Youth Development Services office.

Once the packet is complete, make copies for your records and take a copy to your child's Y Club site. A parent or guardian must deliver the packet in person rather than sending the packet with the child.

Q. I need assistance with my Y Club payment. Is financial assistance available?

Yes. Thanks to the generosity of donors, limited financial assistance is available to those who qualify. Financial assistance awards are based on household size and income, and all adults in the home must be working or attend school full-time. 

Families may qualify for state subsidy for child care through DCF in Kansas or DSS in Missouri. 

Q. What is the deadline to apply for financial assistance?

June 23, 2017, is the deadline to apply for financial assistance and have your award begin the first day of school. Financial assistance applications will be accepted after June 23, and awards for those who qualify will be based on availability. Please allow up to three weeks to process financial assistance applications.

Q. How do I apply for financial assistance?

You may apply for financial assistance from the Y by completing a Financial Assistance Application, which includes household income verification, and a printable registration form for your Y Club site. 

You may hand deliver completed forms and required documentation to our Youth Development Services office:

YMCA Youth Development Services
8205 W 108th Terrace, Suite 120
Overland Park, KS 66210

Or you may fax or mail completed forms to:

YMCA of Greater Kansas City
Attn. Y Club Registration
3100 Broadway, Suite 1020
Kansas City, MO 64111
Fax: 816.931.1847

We are unable to process registration by phone or at Y Club before and after school locations.

Completed Emergency Information Packets must be delivered to your child's Y Club site on the first day of care.

Q. When will I know if I received financial assistance?

Applicants who apply by the June 23 deadline, will be notified whether they qualify and the amount of their award by July 15. Please allow up to three weeks for the Y to process applications submitted after June 23.

Q. I already receive financial assistance for Y Summer Day Camp. Do I need to reapply for Y Club?

Yes. Scholarships are awarded separately for our Y Club and Summer Day Camps. You must submit an application for Y Club financial assistance for each new school year.  

Q. What if we want to change our registration once we are enrolled?

There is a $25 administrative fee per child to process enrollment changes, such as a change in location, type of care (full-time or part-time), payer or program (before school, after school, or before and after school care).

Any changes in enrollment require one week's written notice and are based on current availability. This notice must be completed on a Change/Drop Request Form, which is available to download below. You also may pick up a Change/Drop Request Form at your Y Club site or at the Youth Development Services office.

General account changes, such as changing payment type, will not incur an administrative fee.

Q. If I remove my child from Y Club during the school year, is it possible to re-enroll again during same school year?

Yes, if spots are available. Re-enrollment back into the Y Club program is based on availability. A $25 re-enrollment fee will be charged for each child.

Q. Are fees pro-rated for days my child does not attend Y Club, such as holidays or days my child misses Y Club because of illness or other commitments?

No. The weekly fee is the same every week.

Y CLUB ESSENTIALS

Q. What should my child bring to Y Club?

Nothing special is required. Your child can come straight to Y Club from their classroom with their backpack, homework and anything else they need to take home that evening. Please leave all personal items such as toys and electronics at home unless your site supervisor communicates otherwise.

Q. Do you help with homework?

Yes. Students have time to begin homework and receive assistance from Y Club staff. School-assigned electronics are permitted to assist with homework only.

Q. What snacks are provided?

Students receive a healthy snack every day after school that includes a fruit and/or vegetable. Water is the primary beverage.

Q. Are Y Clubs licensed?

Yes. All of our school age and early learning programs, including Y Club, are in full licensing compliance with the laws and regulations of either the Kansas Department of Health and Environment or the Missouri Department of Health and Senior Services.

Q. What ratio do you have during Y Club?

We follow state laws that require we keep a 1 to 15 staff to student ratio. In many cases, our staff to student ratio is as low as 1 to 10.

Q. How do you ensure the health and safety of children in Y Club?

Safety is very important to us. We have an extensive risk management program and have recently achieved an accreditation from our risk management group, Praesidium. Our staff are trained in:

  • CPR
  • First Aid
  • Recognition of illnesses
  • Signs and symptoms of abuse
  • Risk management

 

Related Resources

2017-18 Enrollment Forms
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