Our Policies

Sarah’s Heart Policy and Procedures

Listed below are a few policies Sarah’s Heart abides by per the State of West Virginia’s child care regulations. Our policies are set based on the criteria of the State of West Virginia, to help better your child and keep them safe.  Sarah’s Heart is licensed by WV DHHR and adheres to the licensing rules and regulations. This license is kept in the Director’s office and may be presented by request. A copy of these rules and regulations may be obtained from the Director or at: http://www.wvdhhr.org/bcf/ece/earlycare/regs.asp


Staff – Child Ratio
Sarah’s Heart complies with and maintains the following staff-child ratios established by the WV DHHR licensing rules:

Age of Child

6 weeks – 1 year                                             1:4
2 years old                                                       1:8
3 years old                                                       1:10
4 years old                                                       1:12
5 – 12 years old                                              1:16


Medication Policy

Prescription, non-prescription and over-the-counter medications are all considered medications. Due to the state regulations, medication shall be given by a trained staff member only with written authorization from the parent and the accompanying prescription medication form signed by the child’s physician or nurse practitioner. The authorization shall be effective for the limited time period listed on the forms signed by the physician or nurse practitioner. Medication forms must be filled out for each individual medication and are available in each classroom.

All medications must be labeled with the child’s name, the name of the medication, the physician’s name and number, dosage amount and the time(s) to be administered. All medications must be in their original container and will be checked for an expiration date. You must administer the first dosage of any medication to your child.

Criteria for Excluding Sick Children and Terms of Exclusion

We understand that it is often hard for working parents to balance work and family life when children are sick, so we won’t call unless we feel it is necessary. If parents are called to pick up sick children, arrangements must be made to pick-up the child within one hour and a physician’s note will be required for a child to be readmitted into childcare. Your child will be sent home as soon as possible if one or more of the following conditions requiring exclusion from the classroom exist:

  • The illness prevents your child from participating comfortably in activities as determined by the child care provider
  • Your child has any of the following conditions:
    • Fever over 100 degrees
  • Symptoms and signs of possible sever illness (until a physician determines the child is non-infectious and able to return)
  • Lethargy that is more than expected tiredness
  • Uncontrolled coughing
  • Inexplicable irritability or persistent crying
  • Wheezing or difficulty breathing
  • Other signs unusual for the child
    • Diarrhea that is not associated with change in diet and increased frequency of passing stool that is not contained by the child’s diaper or ability to use the toilet. Children are excluded from the classroom until they have resumed eating and no longer have diarrhea.
    • Blood in stools not explainable by dietary change, medication or hard stools
    • Vomiting illness (two or more episodes within a 24-hour period). Children are excluded from classrooms until they have resumed eating and are no long vomiting
    • Persistent abdominal pain (continues more than 2 hours)
    • Mouth sores with drooling until a physician determines the child is non-infectious
    • Rash with fever or behavioral changes until a physician determines the child is non- infectious and able to return.
    • Purulent conjunctivitis (pink eye) defined as pink or red conjunctiva with white or yellow eye discharge), until 48 hours of antibiotic treatment has been completed
    • Pediculosis (Head Lice) until child is nit free
    • Scabies, excluded until after treatment has been completed
    • Tuberculosis, until cleared by the Health Department to return to Sarah’s Heart
    • Impetigo, until lesions are dry
    • Strep throat or other streptococcal infections, until 24 hours after initial treatment has been completed or fever free for 24 hours
    • Chickenpox until all sores are dried and crusted, usually 6 days
    • Pertussis, until Health Department recommendations on returning to Sarah’s Heart are met
    • Mumps, until 9 days after onset of parotid glad swelling
    • Hepatitis A virus, until physician advises return (Doctor’s note required)
    • Measles, until 4 days after onset of rash
    • Rubella, until 8 days after onset of rash

Child Abuse Policy

Any evidence of unusual bruises, lacerations or burns observed by the staff are noted in the center medical log and reported immediately to the Director. By state and federal law, all employees of Sarah’s Heart are mandated reporters of abuse or neglect. Any employee of Sarah’s Heart having reasonable cause to suspect that a child has been abused or neglected by any individual must contact the Director. The Director contacts the Putnam County Department of Health and Human Services or the Putnam County Sheriff’s Department. Any person participating in good faith in making a report has immunity from any liability, civil or criminal, that results because of the action.

Child Guidance and Discipline Policy

Sarah’s Heart’s child guidance and discipline policy is designed to help children become independent and caring by learning self-control, decision-making skills and responsibility for their own actions. Children are a precious gift from God and we believe they should be treated with respect.

Sarah Heart’s goals are to help children develop positive self-esteem, respect for themselves and others, and socially acceptable ways of expressing their needs and feelings. This is accomplished through positive guidance and loving, Christ-centered discipline.

Staff members offer positive guidance for children by providing an atmosphere where everyone feels respected and valued. In addition, they create a learning environment based on trust and freedom to explore and develop without fear of humiliation or shame.

The staff works to accomplish this by:

  • Respecting each child as a precious gift from God with unique abilities and gifts.
  • Maintaining a safe learning environment that uses developmentally appropriate activities based on each child’s ability, attention span and need for movement.
  • Establishing positive guidelines for behavior that set clear understandable limits and consistent routines.
  • Providing a learning environment that promotes consistent routines and well-defined expectations.
  • Providing sufficient materials and activities to avoid overcrowding and to give adequate choices for child-directed activities.
  • Recognizing children’s efforts and using praise through kind words or actions to reinforce desirable behaviors.
  • Using problem solving techniques instead of punishment.
  • Anticipating and eliminating potential problems in the environment.
  • Redirecting a child who displays undesirable behaviors to another activity.

If a child causes physical or emotional harm to self or others, the child will be removed from the situation for a short time to calm down and provided time to talk with the teacher about alternative, appropriate behaviors.

Breast Milk Policy

  • Breast Milk must be labeled with:
    • Child’s name
    • Date expressed
    • Date frozen (if applicable)
    • Date daycare center receives
  • Bottles must have lids on them when not being used and are in storage.
  • Frozen breast milk must be thawed in the refrigerator or under cold water. The center must not refreeze breast milk.
  • The center will not give breast milk to a child if it is not labeled with the child’s name.
  • The center will use fresh refrigerator breast milk within 24 hours of receipt, frozen and properly thawed breast milk within 24 hours, and frozen breast milk within 2 weeks if told it was stored in the back of freezer.

The center will discard breast milk and formula when it remains at a temperature 41°F.

Reporting Violations to WV DHHR

To report a violation of a child care center licensing regulation (i.e. staff ratios exceeded, broken pieces of playground equipment that presents the risk of injury to a child) you may do so


By mail: WV DHHR
Division of Early Child Care and Education
350 Capitol St, Room B18
Charleston, WV 25301