Be Elite Academy Staff & Personnel Handbook

Welcome / Introduction
Welcome to the Be Elite Academy team. We are thrilled to have you join our dedicated group of
professionals committed to providing high-quality, safe, and structured environment. This
handbook has been prepared to inform you of the policies and procedures that govern your
employment and to provide a framework for our mutual success in serving the community.
As a member of our staff, you play a vital role in the lives of the youth we serve. Whether you
are a full-time coordinator or a part-time activity leader, your interactions with students, parents,
and fellow staff members define our organizational reputation. We encourage you to read this
manual thoroughly to understand the expectations we have for our personnel and the support you
can expect from leadership as you navigate your role within our programming.
Program Overview
Be Elite Academy is a Youth Enrichment & Out-of-School Program, that provides structured
supervision, team sports, recreational activities, and enrichment opportunities for school-age
children in a safe and supportive environment. The program operates as an out-of-school time
care program serving children during after-school hours, school holidays, and summer
programming.
The program focuses on providing a balanced schedule of academic support, team sports,
physical activity, social development, and creative enrichment while maintaining compliance
with New Mexico Early Childhood Education & Care Department licensing standards.

Location
Las Cruces Catholic School
1331 N. Miranda St, Las Cruces. NM 88005

Age Groups Served
Children age 5 through 13 years old.

Hours of Operation
School Year: Monday through Friday, approximately 3:00 PM – 8:00 PM
Summer Program: Monday through Friday, approximately 8:00 AM – 6:00 PM

Program Activities
Daily programming includes a variety of supervised activities designed to support children’s
development and engagement, including:
• Homework support and quiet study time
• Outdoor recreation and organized sports
• Arts and crafts activities
• STEM and enrichment projects
• Team-building and cooperative games
• Reading and educational enrichment
• Free play and supervised social interaction
Activities are designed to encourage physical health, creativity, teamwork, and positive peer
relationships.

Facility
The program operates within the facilities of Las Cruces Catholic School. Classrooms,
playground areas, and other designated spaces will be used to support both indoor and outdoor
program activities. The facility provides appropriate safety features including emergency exits,
restroom facilities, and designated play areas.

Enrollment
Enrollment is open to children attending Las Cruces Catholic School as well as other eligible
families in the community. The program may accept children whose families participate in the
New Mexico Child Care Assistance Program.

Company overview and culture
Our organization was founded on the belief that every child deserves access to a safe, enriching
environment during out-of-school time. We specialize in structured after-school and summer
programming that balances academic support with social-emotional learning and physical
activity. Our culture is one of collaboration, continuous improvement, and a steadfast focus on
the safety and well-being of the youth in our care.
We believe that our staff is our greatest asset. By fostering a culture of professional development
and mutual respect, we empower our team members to innovate and lead. Our programs are
designed to be inclusive and representative of the diverse communities we serve, ensuring that
every child feels a sense of belonging and every staff member feels valued for their unique
contributions.

Employment Policies & Requirements
The Be Elite Academy program is committed to maintaining a professional workplace through
clear employment policies. We adhere to all local, state, and federal employment laws to ensure
a fair and productive environment for both full-time and part-time staff. All hiring is based on
qualifications, merit, and the needs of our youth programming schedules.
Onboarding is a critical phase of employment where new hires are introduced to our specific
safety protocols and program standards. All employees are required to complete necessary
background checks, fingerprinting, and orientation training before they are permitted to work
directly with program participants. This ensures that our high standards for child safety are met
from day one.
We are an equal opportunity employer. We prohibit discrimination and harassment of any type
without regard to race, color, religion, age, sex, national origin, disability status, genetics,
protected veteran status, sexual orientation, gender identity or expression, or any other
characteristic protected by federal, state, or local laws. This policy applies to all terms and
conditions of employment, including recruiting, hiring, and promotion.

Code Of Conduct
Maintaining a professional demeanor is essential when working in a youth-centric environment.
Staff members serve as role models for the children in our programs; therefore, behavior must
always reflect the values of the organization. This includes appropriate dress, professional
language, and maintaining boundaries with students and their families.
Ethics in our workplace extend to how we handle program resources, student data, and
interpersonal conflicts. Staff are expected to act with honesty and transparency. Any behavior
that compromises the safety of children or the integrity of the organization will be addressed
immediately through our disciplinary procedures. Professionalism is expected not only during
program hours but also in any digital or social media interactions that may involve the
organization.

Professional Behavior Expectations
Staff must arrive on time, prepared for daily activities, and ready to engage with youth. Use of
personal cell phones is strictly prohibited while supervising children, except in cases of
emergency. Staff are expected to use positive reinforcement techniques and adhere to our non
physical discipline policy when managing student behavior.
Ethical Guidelines and Boundaries
Maintaining professional boundaries is a critical component of child safety. Staff may not engage
in private communications with students via social media or personal phone numbers.
Furthermore, staff should avoid being alone with a single child in a non-observable area. Any
potential conflict of interest, such as providing private tutoring to program participants for a fee,
must be disclosed to management.

Hours Of Operation and Scheduling
Staff schedules are posted two weeks in advance. While we attempt to maintain consistent shifts,
employees may be asked to adjust their hours based on program enrollment or special events.
Attendance at monthly staff meetings and quarterly training sessions is mandatory for all
personnel.

Health & Safety
The health and safety of our participants and staff are our top priorities. We maintain a rigorous
set of protocols to prevent accidents and respond effectively to emergencies. All staff are
required to maintain valid CPR and First Aid certifications, and every site is equipped with
standardized first-aid kits and emergency response manuals.
Wellness guidelines also extend to the emotional health of our team. We encourage staff to
utilize wellness resources and to communicate openly about the challenges of working in high
energy youth environments. Maintaining a clean and sanitized facility is a shared responsibility,
especially during seasons of heightened illness or during summer heatwaves where hydration and
shade become critical safety factors. Children with fever, vomiting, or contagious illness must be
excluded.

Medication Policy
Medication administered only with written authorization and proper labeling.
Workplace Safety Protocols
Staff must conduct daily safety sweeps of all activity areas to identify and mitigate potential
hazards. All accidents or "near-misses" involving staff or children must be documented using an
Incident Report Form within 24 hours. Proper lifting techniques and the use of protective
equipment when handling cleaning supplies are required to prevent workplace injuries.

Emergency Response Plans
Each site has a specific Emergency Action Plan (EAP) covering fire, severe weather, medical
emergencies, and lockdown procedures. Staff are required to participate in monthly drills to
ensure they can lead students to safety quickly and calmly. Clear communication during an
emergency is vital, and staff must follow the chain of command outlined in the EAP.

Child Safety & Mandated Reporting
Child safety is the non-negotiable core of our organization. We have a zero-tolerance policy for
any form of child abuse or neglect. All staff members are designated as Mandated Reporters
under state law, which means they are legally obligated to report any suspicion of child abuse or
neglect to the appropriate authorities immediately.
To ensure the highest level of protection, we implement strict supervision rules and background
screening processes. Staff are trained to recognize the physical, behavioral, and emotional signs
of abuse. Protecting the children in our care requires constant vigilance and the courage to speak
up whenever a child’s well-being may be at risk.

Mandated Reporting Obligations
If a staff member suspects that a child is being abused or neglected, they must notify their
supervisor and contact the Child Protective Services (CPS) hotline immediately. Failure to report
suspected abuse is a violation of the law and organizational policy, and may result in legal action
and termination of employment. The identity of the reporter is kept confidential to the extent
permitted by law.

Abuse And Neglect Identification
Staff receive annual training on identifying indicators of abuse, including unexplained bruising,
radical changes in behavior, or signs of nutritional neglect. We also emphasize the importance of
psychological safety, ensuring that staff know how to respond supportively if a child chooses to
disclose information regarding their safety at home or in the community.

Program Operations & Staff Responsibilities
Daily operations are the engine that drives our success. Staff responsibilities include facilitating
planned activities, providing academic support during homework blocks, and leading
recreational games. Every staff member is responsible for maintaining a structured environment
where students understand the daily routine and the expectations for their behavior. Communication is key to smooth operations. This includes daily check-ins with the Site
Coordinator, maintaining accurate attendance logs, and providing professional updates to parents
during student pick-up. Staff are also expected to assist with the setup and cleanup of program
spaces, ensuring that our host facilities (such as schools or community centers) are respected and
maintained.

Daily Operational Expectations
Staff must follow the daily schedule strictly to ensure students transition smoothly between
activities. This includes preparing materials in advance and ensuring that all youth are accounted
for during transitions. Staff are also responsible for documenting student progress and any
notable behavioral incidents to ensure continuity of care.

Incident Reporting
All incidents documented and reported to parents and ECECD when required.

Supervision Ratios and Duties
Staff will always follow NM required ratios (School-age: approx. 1:10 – 1:15 depending on age).
We maintain a strict 1:15 staff-to-student ratio for after-school programs and a 1:10 ratio for
summer camp activities involving water or high-risk excursions. Staff must use "active
supervision" techniques, meaning they are physically positioned to see all children and are
actively engaged with the group rather than observing from a distance. Children are always
supervised. No child is left unattended.

Disciplinary Procedures
Our disciplinary policy is designed to be progressive and corrective. We believe in providing
staff with the feedback and coaching necessary to improve performance. However, consistent
failure to meet organizational standards or serious violations of policy will result in formal
disciplinary action. The goal is always to maintain a safe and professional environment for our
youth.
While we prefer to resolve issues through coaching and verbal warnings, certain behaviors
require immediate and decisive action. The severity of the discipline will depend on the nature of
the offense and the employee's history with the organization. All disciplinary actions are
documented in the employee's personnel file to ensure a fair and transparent record of
performance.

Progressive Disciplinary Process
The standard progression of discipline includes a Verbal Warning, followed by a Written
Warning, a Final Written Warning (which may include suspension), and finally Termination. At
each stage, the employee will meet with their supervisor to discuss the performance gap and
develop a Performance Improvement Plan (PIP) with clear timelines for correction.
Grounds For Immediate Termination
Certain actions bypass the progressive discipline process and may result in immediate
termination. These include but are not limited to physical or verbal abuse of a child, theft of
organization property, reporting to work under the influence of drugs or alcohol, falsifying time
records, or failure to perform a mandated report of child abuse.

Grievance & Complaint Procedures
We are committed to a workplace where every employee feels heard and respected. We
encourage staff to resolve minor conflicts through direct communication. However, when formal
issues arise regarding workplace conditions, unfair treatment, or misconduct, we have a
structured grievance process to ensure a fair resolution.
Retaliation against any employee who files a good-faith complaint or participates in an
investigation is strictly prohibited. We take all complaints seriously and will conduct thorough
investigations to determine the facts. Our priority is to maintain a professional environment
where staff can focus on the mission of serving youth without fear of harassment or unfair
treatment.

Formal Reporting Channels
Employees should first attempt to resolve concerns with their immediate supervisor. If the issue
involves the supervisor or remains unresolved, the employee should submit a written grievance
to HR and the Executive Director. Complaints involving harassment or discrimination should be
reported directly to HR to ensure an impartial investigation.

Acknowledgment & Signature Page
By signing below, you acknowledge that you have received a copy of the Be Elite Academy
Programs Staff & Personnel Handbook. You understand that it is your responsibility to read and
comply with the policies contained herein. You further understand that this handbook is not a
contract of employment and that your employment remains at-will.
This page will be detached and placed in your personnel file as a permanent record of your
receipt and understanding of our organizational policies. Should you have any questions
regarding the contents of this handbook, please consult with your supervisor or the Human
Resources department prior to signing.

Agreement Of Terms
I agree to abide by the safety protocols, code of conduct, and operational procedures outlined in
this document. I understand that failure to follow these policies may lead to disciplinary action,
up to and including termination. I also acknowledge my legal obligation as a Mandated Reporter
for child safety.

Receipt Confirmation
I confirm that I have been given the opportunity to ask questions regarding these policies and
that I understand the expectations of my role as an employee of Be Elite Academy Programs. I
acknowledge that the organization reserves the right to modify these policies at any time with
appropriate notice.