Cancellation of Appointments

If it is necessary to cancel a scheduled visit with CVCDA staff, please notify the CVCDA as soon as possible. You may leave a message on the answering machine if you call after hours.

Please cancel an appointment if your child is ill.

If it is necessary for a CVCDA staff member to cancel a scheduled appointment with you, you will receive a call as soon as it is known that an appointment cannot be kept. We appreciate hearing from community centers if a child is absent who was expecting a scheduled visit – we can often intercept a staff member and prevent them from an unnecessary trip.

Child Abuse and Neglect

It is everyone’s responsibility, by law, to report any suspected child abuse and/or neglect to the Ministry of Children and Family Development (MCFD). MCFD produces a brochure titled The B.C. Handbook for Action on Child Abuse and Neglect which may be accessed online. This brochure provides information regarding the symptoms of abuse and neglect and how to proceed in the event of suspected abuse.

Complaint Procedure

If you have a complaint or concern arising from services offered at the Comox Valley Child Development Association, please first discuss it with the person involved. It may be useful to offer your comments in writing. In our experience, most concerns are resolved at this stage.

If you are still concerned, however, please follow these steps:

  1. Discuss it with the supervisor of the employee. Again, sometimes written notes are helpful. Please call reception to get the name and contact information you need.
  2. In the event that a solution is not reached, please direct your concern in writing or call the Executive Director. The Executive Director will reply in writing outlining the actions to be taken to address the concerns.
  3. We are committed to resolving your concerns.

Remember: You have the right to express your concerns knowing that the services that you receive will not be negatively affected.

Please always feel welcome to ask a friend or relative to accompany you for support at any stage of the process. Community advocates are also available to assist you. For information contact our reception or the Family Support Institute can link you to a Resource Parent (604) 540-8374.

Confidentiality, Freedom of Information

The Freedom of Information and Protection of Privacy Act of BC provides guidelines regarding the gathering, storage, and release of information held by a public body and prevents others from seeing your information without your consent.

Confidentiality and respect for privacy are universal rights and principles that we uphold at the Comox Valley Child Development Association (CVCDA). Detailed agency and ministry policies and procedures related to confidentiality are found in the Comox Valley Child Development Association’s Policies and Procedures, and are available for your review.

If you feel that you would like to discuss the Privacy, Confidentiality, or Freedom of Information Policies of the CVCDA, please contact our Family Resource Consultant, Kim Griffiths.

Custody and Guardianship Concerns

It is important that the CVCDA be alerted in the event of a change in custody, especially if it involves a custody dispute. If there is a change that involves releasing children to a designated responsible parent, it is imperative that the CVCDA staff receives notification.

Parents should also be aware that the CVCDA will follow legal custody and guardianship protocol and is unable to support one parent’s application over the other parent – we remain neutral in these situations.

Emergency Procedures

Please ensure that we have your current phone number and emergency contact information. Many CVCDA staff have been trained in Child Safe First Aid, and the facility is equipped with First Aid Kits and an external defibrillator. Our Occupational Health and Safety Committee ensures that we keep up to date with emergency standards and practices. Emergency Procedure information is posted throughout our facility.

Ethics Policy

The following subject areas are addressed in the Ethics Policy:

  • Statement of Core Values
  • Code of Ethics – for those receiving services
  • Code of Ethics – for staff relationships with other staff and board
  • Code of Ethics – for Board of Directors and other volunteers
  • Confidentiality Policy – for staff
  • Confidentiality Policy – for Board of Directors
  • Conflict of Interest Policy – for staff
  • Conflict of Interest and Outside Employment
  • Conflict of Interest and Gifts
  • Conflict of Interest Policy – pertaining to Board of Directors
  • Harassment Policy
  • Methodology for Resolving Issues Brought Before the Ethics Committee

The Ethics Policy is available for review upon request. All staff, board, and volunteers sign an acknowledgement of acceptance of the Code of Ethics.

Guidance and Discipline Policy

The topic of guidance and discipline is of interest to a variety of individuals who care for young children, including professional caregivers and parents. Whether the setting is a Family Child Care home, a Preschool, a Group Day Care Centre, or an Out of School Care program, an understanding of the basic principles and practices related to guidance and discipline serves as a foundation for interacting successfully with children.” This quote is from Guidance & Discipline With Young Children; a booklet developed by the Provincial Child Care Facilities Licensing Board in cooperation with the British Columbia Day Care Action Coalition and the Early Childhood Educators of BC. This booklet expresses the discipline philosophy of the staff at the Comox Valley Child Development Association.

Consistent with our approach to discipline and our relationship with children please be advised that any form of hitting, abusive language, ridicule, harsh, humiliating or frightening treatment is against our philosophy. These behaviours are not permitted to take place at the Child Development Association, or in any of the programs offered through the Comox Valley Child Development Association.


Surveys are an essential tool for helping us to respond to your needs, and for measuring the effectiveness of our services. You may be asked to complete a brief survey with us, and you will be asked to participate in annual surveys. You will receive an Exit Survey and a stamped self-addressed envelope when you exit our services. Thank you in advance for your understanding, interest, and support.

Transportation Policy

Please be advised that transportation to and from therapy or other Comox Valley Child Development Association sponsored activities is the sole responsibility of the parent.

With the exception of the Community Integration Program and the Autism Program, transportation is not provided for programs at the Child Development Association.


Wait lists are maintained when the demand for services exceeds the availability of the service. Therapy services, in particular, are required to wait list children. Effort is made to be clear with parents who are seeking service regarding the wait time involved prior to either an assessment, or direct therapy services. Please feel encouraged to inquire about the wait list situation, or any other aspect of our service delivery, at any time.

Supported Child Development Program is also required to prioritize service requests due to budget constraints. If office staff are unable to help you, they will refer your inquiry to an appropriate staff member.


Accreditation has become standard industry practice for agencies in BC who receive funding (over $500,000 per year) from the Government of British Columbia. The CVCDA is accredited by the Council for Accreditation of Rehabilitation Facilities (CARF). Accreditation is granted for up to three years and is dependent upon an extensive number of standards being met. Written documentation, policies and procedures, case files, and written plans all form part of the preparatory work for CARF. A site survey is conducted that consists of a review of all prepared documentation and interviews with various stakeholders.