Family Handbook

The Roxbury Community School Before and After School Enrichment Services (RCS BASES) operates under the auspices of the Roxbury Township Board of Education and is a tuition-based program. The school year program provides quality care for children enrolled in Kindergarten through Sixth Grade (K-6). The program is designed to provide flexible care to children of families that reside in Roxbury Township.

RCS BASES is a before and after school enrichment program designed to provide healthy physical and academic activities, social and emotional development, and artistic opportunities for students. All of the programs operate on a child-centered philosophy. The specific needs and interests of the children are explored in order to develop programming that is engaging and developmentally appropriate.

RCS BASES staff, as responsible caregivers, will enhance children’s days. We will provide enjoyable experiences in a safe and caring environment. Through child directed and staff planned activities, children can express creativity, foster appropriate interactions, learn and grow. RCS BASES is a fun, interactive, learning environment!

Our goals are to:

• Provide high quality care
• Provide a safe and healthy environment 
• Provide a positive environment and enriching age-appropriate activities
• Provide relationships with caring and competent adults
• Support the needs of working families
• Support healthy behaviors and physical well-being
• Recognize the uniqueness of each child by respecting race, ethnicity, gender, ability, religion, and socio-economic status
• Be familiar with the emerging base of knowledge about school-age children and demonstrate this knowledge in school-age care program practices
• Be honest and fair in interactions with each child.
• Promote community engagement

All children must be picked up by an authorized adult. There is no transportation to morning care in the mornings.

Busing at the school’s dismissal time will be provided to aftercare families regardless of the number of days (1-5) enrolled in aftercare. Your child will always have a seat on a bus (if eligible). Your Genesis account will show your child’s busing information (if eligible).

This is especially important if you are registered for less than five days and need to use busing on those “off” days or if you’re registered for five days and your child needs to take the bus home and not attend aftercare on any particular day. By making sure your children have a spot on the bus also ensures they will have a safe way home in the event of an early dismissal or when all afterschool activities are canceled due to inclement weather or an emergency closing as on those days the BASES staff doesn’t report for duty.

With this being said, it will be crucially important that we all work together to ensure your building principal, school secretary, child’s teacher, and BASES staff know when your child will be (or won’t be) in attendance in our aftercare program, taking the bus, or being picked up or allowed to walk home on any given day if it’s not their usual schedule.

Again, this is for anyone enrolled in aftercare. Please follow your school’s procedures for notifying them of a change in schedule whether it is an email to the secretaries, a backpacked note to the teacher, a note in Genesis, etc.

In the event of an evacuation where the children are not permitted back into the building and the location of the program changes, parents will be notified via the district’s Instant Alert System.

Children are asked to bring a light breakfast for the Morning BASES program if they so desire. Children are asked to bring a light snack for Aftercare BASES if they so desire. Due to increasing costs, unreliable supply chain issues, and growing student allergy concerns, BASES will no longer be providing snack. Aftercare snacks will occur shortly after arrival to the program. On occasion though BASES may arrange for a special treat.

RCS BASES is designed to create an engaging environment for children of the Roxbury Township School District. Planned activities are challenging and age-appropriate for each child and reflect the interests expressed by the children in each program. Morning care is open to all students who attend one of the Roxbury K-6 Schools. Aftercare for the 2025/2026 school year is open to only students who attend one of the Roxbury K-4 Schools. There will be no aftercare for Grades 5-6.

Morning BASES

Beginning at 7:00 a.m., the students in the morning program have the opportunity to participate in group games, light physical activity, and/or various hands-on activities. Additionally, a designated table is available for those students to eat breakfast in the morning program. Please note after 8:15 for LRS and 8:45 for the K-4 schools we are dismissing the children to school. If you arrive at or after those times, please use the regular morning arrival procedures.

Afternoon BASES

The After-School program begins upon school dismissal and ends at 6:00 p.m. As the children arrive, they check-in with the RCS BASES staff, immediately, for attendance.

The program schedule followed varies from site to site, and day-to-day, but includes the same components as all other BASES programs each day. First, the children are given the opportunity to eat a light snack while unwinding from the school day. The Afternoon BASES is designed to allow the children to explore their own interests through the various materials provided for “free play” and through the activities that are provided regularly by the staff. These activities include arts and crafts, board games, science projects, civic/community projects, and organized indoor and outdoor games. RCS BASES staff work with the children in order to develop programming that meets the needs and interests of a multi-aged group of children. A quiet time is available each day for the children to work on their homework.

Early Dismissal

The school calendar includes a number of days when early dismissal of students is required. On early dismissal days, the children spend an extended period of time in Afternoon BASES. Children registered for the day that the early dismissal falls on will be dismissed to RCS BASES. No additional steps need to be taken. All early dismissal days will remain open until 6:00 p.m. unless it is before a holiday, then BASES will close at 4:00 p.m.

If your child DOES NOT attend Afternoon BASES on the day of the early dismissal, but you need to use the program, you must contact the Roxbury Community School Office to confirm we can accommodate the drop in. There is an additional fee per child for the additional day of attendance. Children cannot be signed in and out on conference days or for any other reason. If you sign them out of the program for the day, they may not return. Registered families will be emailed prior to the dates to see about Early Dismissal Day needs and provided a deadline date for notification which will be firmly enforced.

Staff

All RCS BASES staff are employees of the Roxbury Township Board of Education through the Roxbury Community School who are subject to a criminal background check and are fingerprinted. All staff also participate in a staff orientation, which covers topics such as Child Growth and Development, Positive Discipline Techniques, Health and Safety Procedures, and Child Abuse Prevention. At least one (1) staff member at each of the schools are trained in First Aid, CPR/AED, and Epi-Pen.

General Program Rules

All Roxbury Township Public Schools policies, rules, and codes of conduct that are in place during the school day at your child’s school extend into the BASES program. The students of our program are expected to treat their peers, staff, school property, and program equipment/supplies with respect. Please refer to the “Safety and BASES Program Rules” found later in this handbook.

Activities

• General Activities: There will be designated times for free play in which staff will provide board games, craft stations, etc. for the children to choose from. Free play is supervised and the staff assist children who are not making choices to join in activities or help them do something they would like.

• Staff-Led Activities: Staff-led activities are planned and carried out by the staff with input from the children. Staff-led activities will also include weekly enrichment activities which will include STEAM and/or service projects as the schedule allows.

• Gym Play: Children will be given the opportunity to play in the gym when temperatures are too cold or there is inclement weather. The staff will organize games and group activities, as well as allow for free play with multiple types of gym equipment.

• Outdoor Play: This can be an organized or a free play period in which the children play on the playgrounds at the site or play organized games. Sports equipment and outdoor play materials are made available.

• Non-RCS BASES Programs (i.e., Scouts, school run programs like Early Act, community school run programs): Children may participate in programs located in the school during RCS BASES program hours. It is the parent’s responsibility to put in writing the activity their child is participating in and submit it to the RCS BASES staff and the Community School Office. Please indicate the following, in writing

Name of Child/School
Name of Activity (i.e., Girl Scouts, Early Act, Mad Science)
Supervising Adults
Times of Activity
Days
Dates Effective.

Before School Care – 7:00 a.m. to the start of school

After School Care – School dismissal until 6:00 p.m.

Roxbury Community School Office - Monday-Friday, 8:30 a.m. to 3:00 p.m. If you would like to make an appointment outside of these hours, please call the office at 973-584-7699 or email us at rcsbases@roxbury.org. 

Programs are held at the students’ home elementary school, except for LRS*

• Franklin Elementary School – 8 Meeker Street, Succasunna, NJ 07876
• Jefferson Elementary School – 35 Cornhollow Road, Succasunna, NJ 07876
• Kennedy Elementary School - 20 Pleasant Hill Road, Succasunna, NJ 07876
• Nixon Elementary School – 275 Mt. Arlington Blvd., Landing, NJ 07850
• Lincoln/Roosevelt Elementary School – 8 Meeker Street, Succasunna, NJ 07876

* This is subject to change as needed based on enrollment and staffing. There will be no aftercare for LRS regardless of enrollment or staffing. 

At RCS BASES, we view our program as a partnership between our families, our BASES staff, our schools, and our Administrative Team. Through frequent communication, we can ensure a quality program for your children. There are several methods of communication used in the program.

Below are the main ways we will communicate program information with you:

• BASES Website – www.roxbury.org/BASES – The pages of our website are constantly updated to provide families with the most current information and forms.
• Day-to-Day – Staff will regularly discuss children’s experiences in the program with families. This will be done at drop-off or pick-up time in person, or through phone contact.
• Emails – Periodically, we will send email blasts to all our families to share important upcoming dates and reminders. Families are able to email RCS BASES office as well.
• Notices Home – Please check your child’s backpack as we occasionally send letters and flyers home with your children.
• BASES Staff – Our BASES staff is a vital resource to help all our families navigate the specifics of our program.
• Staff/Family Conferences & Meetings – If a behavioral problem exists or if a parent requests, a staff/family meeting may be arranged. Arrangements should be made as soon as possible to the event and the Program Teacher and/or Coordinator should be present. All information discussed at the meeting will be documented and is confidential.
• Family Orientation – We will make every effort to have an RCS BASES staff member be present at Back-to-School nights with information and are available to answer questions regarding the program. The RCS BASES office staff is always available to answer your questions about our program – please call the office at 973-584-7699 between 8:30 a.m. and 3:00 p.m. to talk or to set up an appointment. You can also email us at rcsbases@roxbury.org.
• Program Visitation – Parents and authorized adults are welcome to visit the program. To do so, a scheduled day and time must be confirmed with the BASES Program Supervisor.

Main Contact Information:

• Roxbury Community School Coordinator – Ann Rhodes, 973-584-7699 or arhodes@roxbury.org 
• Roxbury Community School Main Email – comschool@roxbury.org 
• Roxbury Community School Office – 34 North Hillside Avenue, Succasunna, NJ 07876
• RCS BASES Main Email – rcsbases@roxbury.org

RCS BASES is committed to providing a quality before and after school child care program for all children of the Roxbury Township Public Schools and will include children with special needs for whom reasonable accommodations can be made to help those children participate safely, comfortably, and successfully in the program. Even though the BASES program strives to maintain a low staff to student ratio (1:15 max), we are unable to provide individual companions or aides. Students with disabilities will be expected to comply with all rules and regulations of the programs, including health, behavior, and safety standards. If a child’s actions repeatedly endanger the health and safety of his or herself, another child in the program, or staff members, they may be removed or terminated from the program.

Upon registration, families are asked to provide information regarding any special needs that the child may have including IEPs, 504s, IHPs, or behavioral modification plans. Please provide any additional information on what, if anything, would be needed to accommodate those needs during BASES. It is the parents responsibility to provide us this information to see if we are able to reasonably accommodate their child’s needs. A separate email may be sent for clarification and confirmation purposes.

The Fees and Discounts described in this section are subject to change with 60 days advanced notice to all subscribers.

Before students can begin attending the RCS BASES program, each child must have a completed registration packet submitted along with a $25 non-refundable annual registration fee per child and the first month’s fees. Families need to register for RCS BASES every year. Registration forms are available online from the BASES website: www.roxbury.org/BASES.

In order for a successful enrollment into our program, all pages of the registration form need to be completed fully, signed, dated and/or submitted online. Families may email (rcsbases@roxbury.org), mail, or drop off their completed forms to 34 N Hillside Avenue, Succasunna, NJ 07876 (located within Lincoln/Roosevelt School). A silver mailbox is located outside of the Roosevelt front entrance if dropping off.

Once enrolled in the BASES program, it is the family’s responsibility to keep information provided on the registration form current. In the event that any of the work numbers, home numbers, emergency contact numbers, email addresses, or medical information changes, please notify the RCS BASES staff at your site and the Roxbury Community School Office as soon as possible.

RCS BASES enrollment is for a minimum of one month. The child(ren)’s attendance must remain the same on a weekly basis for that month. To register child(ren), registration materials and the $25 annual non-refundable registration fee per child must be received in the Roxbury Community School Office on or before the cut-off dates listed. A confirmation email with the effective start date will be sent prior to the first day. Children may begin attendance in the program on the first school day of the new month, regardless of the day of the week it falls on. Schedule changes may take place once per month for the upcoming month. Requests must be received on or before the 20th of the current month for the upcoming month. There is a $25 schedule change fee per change per child. There are no refunds or credits given for absences from the program on a scheduled day. If a change request is received after the 20th of the current month for the upcoming month, you will be charged a $50 schedule change fee per change per child.

If an immediate change needs to occur in the current month, you must notify the Community School the week prior to the effective date to see if we can accommodate. There is a $75 schedule change fee per change per child.

All changes must be made in writing via email or a letter mailed or placed in the mailbox. Verbal requests will not be accepted.

All new enrollments and/or schedule changes are pending, based on availability in the program. Enrollment and schedule changes are not in effect until you receive a confirmation email from the Community School Office with an effective date. Drop in fees will be charged if done without authorization.

Registration

Enrollment forms must be completed and returned before your child begins the program. After registration is received, you will receive a confirmation email and your annual monthly statement and effective start date.

Enrollment Fee

All enrollees of RCS BASES must pay an annual non-refundable fee of $25 for the program year (August through June, regardless of when you enroll) per child. This payment must be received with your enrollment materials or your enrollment may be delayed.

Monthly Fees 

The monthly fee is the payment for the RCS BASES programs for which your child is enrolled. Tuition is based on the number of State required school days (180 days) for the school year divided into ten equal monthly payments ((daily rate x 180 school days) / 10 months = your monthly payment). Therefore, regardless of the number of school days in a particular month, the monthly service fee is always the same. This includes the months with winter and spring break. Regular monthly rates apply to June as well. June is not prorated. Since school must be in session for 180 days, snow days/emergency closings are not refunded as the days are made up.

The monthly tuition fee is due on the 15th of each month prior to childcare services unless an alternative auto-billing date has been agreed upon by the Community School.

September’s payment is due by August 15th. Monthly schedules and payments are due by the 15th of the month prior to the month of services. Example: October’s schedule and payment are due September 15th.

Morning BASES

• 5 Days/Week = $195/month
• 4 Days/Week = $156/month
• 3 Days/Week = $117/month
• 2 Days/Week = $80/month
• 1 Day/Week = $40/month

Afternoon BASES

• 5 Days/Week = $310/month
• 4 Days/Week = $248/month
• 3 Days/Week = $186/month
• 2 Days/Week = $126/month
• 1 Day/Week = $63/month

Additional Program Options

• Drop-In Rate* - AM = $25/day | PM = $30/day
• Drop-In Rate (early dismissal days)** - $40/day for aftercare on early dismissal

* For those families registered for BASES on a day that's not the child's normal schedule
** This is only if your child DOES NOT attend Afternoon BASES on the day of the early dismissal, but you need to use the program. This is a separate cost for these days and you must contact the Roxbury Community School Office to confirm we can accommodate the drop in. Reminder emails will be sent out prior to the Early Dismissal Half Days. 

Monthly Payment Schedule

The payment schedule is below:

• 1st Payment: August 15, 2025
• 2nd Payment: September 15, 2025
• 3rd Payment: October 15, 2025
• 4th Payment: November 17, 2025
• 5th Payment: December 15, 2025
• 6th Payment: January 15, 2026
• 7th Payment: February 17, 2026
• 8th Payment: March 17, 2026
• 9th Payment: April 15, 2026
• 10th Payment: May 15, 2026

Late Fees / Delinquent Payments

Payments received after the 20th may be charged a $25 late fee. If payment of fees (include late payment charge) is not received by the 28th of the month prior to the month of service, the child(ren) may not be able to attend the BASES program until payment is received in full or a plan of action has been discussed with the Community School Coordinator and Program Supervisor.

It is our objective to make every reasonable effort to accommodate extenuating financial circumstances that may cause a late or incomplete payment. However, it is of utmost importance that the special circumstances be communicated to the Program Supervisor and Community School Coordinator (comschool@roxbury.org) so that a mutually agreeable resolution can be made between the parent/guardian and the program administration. If there is no communication effort by the parent/guardian when delinquent payment notices and/or follow up calls/notices are made, we must assume that the parent/guardian has no intention to meet the financial responsibility, leaving RCS BASES and the Community School with no alternative other than to terminate service.

Actual receipt of the payment (if no payment plan is needed/discussed) is required in order for your child to return to BASES. Locks in Genesis will occur for delinquent balances and will remain in effect until the balance is paid in full. These locks can carry over years if left unpaid. Locks in Genesis will restrict families' access to view children’s grades, teacher assignments, schedules, etc.

If payment is not received within 30 days and no plan of action has been discussed, you will receive an email notifying you of a termination date of your child’s enrollment. In this event, the child’s school, as well as our program staff is advised that the child may not attend the BASES programs effective on the date that is indicated in this email. The child will be sent home at the end of the child’s school day via school bus or picked up by an authorized adult.

Requests for removal of late fees must be submitted in writing to the Program Supervisor and will require approval from the Community School Coordinator.

Any child(ren) with outstanding balances from previous school years will not be permitted to attend any BASES program until the previous balance is paid in full and a lock in Genesis will remain.

If the Community School sees a habitual failure to make payments from year-to-year, it may result in a termination from the program.

Cash, Check, or Money Order Payments

Checks and/or money orders can be made payable to the Roxbury Community School and should be mailed to the Roxbury Community School located within Lincoln/Roosevelt School at 34 North Hillside Avenue in Succasunna, NJ 07876. You may also hand deliver payments to the Roxbury Community School between 8:30-3:00 and drop it in the mailbox outside the building. Please indicate the student’s name/school with your payment.

A fee of $25 will be charged for any checks that are returned by the bank. Returned check fees are not subject to discounts. After we have received a returned check, we can require that all future payments must be made via credit card, money order, or cash.

Bill Pay with your Bank

Contact your bank to have a check mailed for your BASES payment directly to the Roxbury Community School located within Lincoln/Roosevelt School at 34 North Hillside Avenue, Succasunna, NJ 07876. If you choose to set-up electronic bill pay through your bank (we do not offer this service), please put your child’s full name and school on the memo line of your check when setting up the account. It is advisable to have the deduction taken on the 15th of the month as it can take up to 10 days for us to receive your check.

Credit Card Payments

All major credit card payments are accepted for the registration fee, deposit, and/or monthly fees. A 3% transaction fee will be incurred for any deposit and/or monthly fee for the BASES program, unless auto-billing is set up. If auto-billing is set up, this 3% convenience charge is waived.

Receipt of Payment

Receipts are updated and electronically shared as payments are posted via Google Sheets. This invoice/statement can be used for your receipt and for tax purposes. You may also contact the Roxbury Community School for a PDF copy via email of your receipt. Our Tax ID is 22-6002278. All requests for hard copy receipts for year-end tax information must be made in writing via email to comschool@roxbury.org. If you have a Flexible Spending Account with your employer, you can mail your form to the office to be signed, but please include a stamped, addressed envelope for us to mail it to your employer. If you need a specific receipt, please request in writing and allow five (5) business days.

Monthly Statements/Invoices

Your monthly invoice will be electronically shared with you at time of confirmation which includes your monthly payment schedule. It is the family's responsibility to make sure payments are made on time.

Your invoice will be electronically shared with you via the email addresses provided at registration as the invoice/statement is updated. Installment payments are due the 15th of each month. All payments will be made to the Roxbury Community School.

Questions regarding tuition payments should be emailed to comschool@roxbury.org. Please include your name, the child’s name, and the school they attend in the email.

RCS BASES Possible Discounts

The RCS BASES program has four possible discounts that can be combined and applied to each child for monthly tuition only. Documentation may be requested to apply the discount.

Refunds and Prorating

WE DO NOT GIVE MONTHLY CREDITS OR REFUNDS. There are no exceptions. Once you pay for the month, you are entitled to services for the entire month whether you choose to use it or not. Tuition is evenly distributed into ten easy monthly payments based on 180 required school days. Therefore, emergency school closing days will be made up before the last day of school. If you sign up for BASES in the middle of a month, we will prorate our services based on the anticipated start date.

Enrolling and Withdrawing from the Program

All new or returning students begin the BASES program on the first day of the month or the first day of school for that specific week. Registrations are due by noon on the Wednesday before the week you wish to enroll. For example, if you want to enroll your child to begin BASES on Monday, September 29, 2025, your completed registration needs to be in our office by 12:00 p.m. on Wednesday, September 24, 2025. There are no exceptions.

Enrollment for January is by December 17th and enrollment for April is by March 25th both by noon.

If you would like to withdraw from our program, you must provide us with written notification by no later than the 15th of the current month to the month of your withdrawal. For example, if you would like to leave the program after the month of February, you need to send us your written withdrawal no later than January 15th. No refunds/credits will be given for removing a child from a program for a period of time that is less than one month. Children are removed from the program on the last day of that month.

If you withdraw your child after the 15th of the month, there is a $25 late withdrawal fee per withdrawal per child.

If you re-enroll your child in the program during the same school year, you will need to pay a $25 re-registration fee.

Schedule Changes

Schedule changes can be made once per month and are effective on the first of the upcoming month. Requests for schedule changes must be received on or before the 20th of the month prior for the upcoming month. For example, your November schedule will be changing from three (3) days a week of BASES to five (5) days a week, you would need to notify the Community School by October 20th or before of the requested change. There is a $20 schedule change fee per change per child. If a change request is received after the 20th of the current month for the upcoming month, you will be charged a $50 schedule change fee per change per child. If an immediate change needs to occur in the current month, you must notify the Community School the week prior to the effective date to see if we can accommodate. There is a $75 schedule change fee per change per child.

All changes must be made in writing via email or a letter mailed or placed in the mailbox. Verbal requests will not be accepted and all schedule change requests must be made on or before the 20th of the month prior. There are no refunds or credits given for absences from the program on a scheduled day. 

Unscheduled Attendance 

(Only available for children registered with BASES in the CURRENT School Year)

When an emergency situation arises and your child needs to attend a program for a day (morning and/or afternoon), in addition to their regular schedule, we can help! Please email the Community School Office so we can confirm there is space to have your child as a drop-in. IMPORTANT—always send a note to your child’s teacher/school, via backpack, email, or note in Genesis on the day that you’re using the drop-in service. Without a note, normal dismissal procedures may apply.

Early Dismissal

When an early dismissal (Parent/Teacher Conference Days, half days before a holiday, and the end of the school year) falls on a day where a child is normally scheduled to attend, there is no fee. When an early dismissal falls on a day a child is NOT normally scheduled to attend, there is an additional fee should you need the care. Reminder emails for early dismissals will be sent out prior to the Early Dismissal Half Days for Parent/Teacher Conference/Testing Weeks. Please follow the notification process above (see Unscheduled Attendance).

Availability of BASES Program Tuition Assistance

Reduced childcare fees are available to enrollees of the RCS BASES programs providing certain criteria are met. All requests for reduced fees will remain confidential and each request will be carefully considered. Applicants will not be eligible for discounts listed above if approved for the Program Tuition Assistance. If you would like more information please contact comschool@roxbury.org for an RCS BASES Program Tuition Assistance application.