POLICIES & PROCEDURES  

Group Placement:  The content of each session’s weekly offerings and range of participants ages are determined by the participants who initially enroll in a group.  Once the content and age range of the group are set, participants of similar ages and needs can be considered for the group.  While parents may indicate a preference for enrollment in any unfilled group when they complete registration forms, to facilitate the best matches for all participants, each registration must be approved before it can be confirmed.  This allows staff to factor in other variables and make best placement decisions.  For a group to be scheduled, a minimum of three participants should be registered in the group one week before the start date.

Make Up Sessions:  Instructors will be required to make up any session canceled by WMLC due to instructor’s illness, weather, emergency, or unavoidable conflict.  If a participant misses a session, it is up to them to make arrangements with the Director to attend another session that would be appropriate on a drop-in basis.

Payment Options:  Clients will be billed directly and will be held liable for all charges unless they notify the office in writing upon registration that invoices are to be sent to another party.  WMLC accepts payment by cash or check only.

If a client has case management from their county through either Developmental Disabilities or Mental Health, they may be able to pay for WMLC services with a Consumer Support Grant, a Family Support Grant or the following waivers:  CADI, MR/RC and TBI. 

A school district may pay for WMLC services if they agree as part of the IEP Process, for Extended School Year or a settlement arrangement.  WMLC will not bill a school district without their direct consent.

WMLC is set up as a provider with some health insurance plans.  However, it is our policy to bill the client.  The client may elect to receive prior authorization from their individual insurance plan and submit a reimbursement claim.  This procedure usually requires a prescription from the client’s doctor and for the doctor to supervise the treatment plan, which involves an initial consultation and a review at the end of the treatment period.  The treatment has typically been categorized as Outpatient Mental Health.

Payment Terms:  Full payment is due by the group start date or the day of a special activity or service.  A late fee of $10.00 per week may be added to unpaid balances unless payment arrangements are made with the office.

Refunds:  There is a $20.00 non-refundable registration fee.  If a participant cancels their enrollment up to one week prior to the start of the session, a refund will be made less the registration fee.  After this time, no refund will be made.  If a session is canceled by WMLC due to insufficient enrollment, a full refund will be made if the participant is unable to switch their enrollment to another group. 

Safety:  For the safety of all participants, please escort children directly to the room where their session will begin and pick them up promptly at the end of the session.  It is not the responsibility of WMLC staff to supervise children outside of their session time.  Parents will be responsible for any damage to WMLC property committed by children outside of their scheduled time.