It is our mission to connect all communities through exceptional people, parks, and programs.
Updated September 2026
Contents About PRCS After-School Programs ......................................................................................... 3 CASA ..................................................................................................................................... 3 (County After-School Activities) .......................................................................................... 3 YAS ........................................................................................................................................ 3 (Youth After-School)............................................................................................................ 3 Our Goals ............................................................................................................................... 3 After-School Contact Information............................................................................................... 4 PRCS Leadership ............................................................................................................... 4 CASA/YAS Administration .................................................................................................. 4 PRCS CARES (Childcare Assistance and Resources for Enrichment Support) Program ......... 6 A Day in PRCS After-School Programs ..................................................................................... 6 Arrival from School.............................................................................................................. 6 Snack .................................................................................................................................. 6 Active Time ......................................................................................................................... 6 Creative Time...................................................................................................................... 7 Homework/Quiet Time ........................................................................................................ 7 Free Play or Structured Time .............................................................................................. 7 Check in, Check out, and Communication................................................................................. 7 Picking up Your Child.......................................................................................................... 8 Absences or Schedule Change........................................................................................... 8 Loudoun County Public School Absenses .......................................................................... 8 School Closings and Weather............................................................................................. 8 Before Your Child’s First Day Checklist ..................................................................................... 9 Household Contact Information ................................................................................................. 9 Payments................................................................................................................................. 10 Auto Debit ......................................................................................................................... 10 After-School Programs Cancellation Policy ............................................................................. 10 Date Conditions ................................................................................................................ 10 Adjustments and Refunds ................................................................................................. 11 Positive Behavioral Interventions and Support (PBIS)............................................................. 11 Personal Belongings................................................................................................................ 11 Homework Time and Chromebook Usage ........................................................................ 11 Devices Brought from Home ............................................................................................. 12 Early Registration for Next School Year .................................................................................. 12 Important Information on Exemption of Licensure for PRCS School-Aged Programs ............. 12
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About PRCS After-School Programs Loudoun County Parks, Recreation and Community Services currently offers after-school programs for elementary and middle school-aged children. CASA (County After-School Activities) Elementary After-School Program that operates in Loudoun County Public Schools. Children report to the cafeteria immediately after school to the CASA program, staffed by Loudoun County Parks, Recreation and Community Services YAS (Youth After-School) After-school program for children in middle school, hosted at LCPS locations. Our Goals PRCS After School Programs continually strives to build a meaningful and enriching environment by using our experience, knowledge, and resources to design, implement, and continuously improve a program that promotes comprehensive learning and development for children. At PRCS after school Programs, we encourage children and staff to learn and participate in the following goals: • Respect for self and others: We believe that every child in our program is valuable, and we make every effort to create an environment that fosters self-confidence and builds self-esteem. • Foster cooperation with adults: Staff will establish fair and consistent rules and policies for all the children. We expect the children to follow these rules, and likewise hold ourselves to a standard of excellence and professionalism when explaining and enforcing rules. We positively influence children’s attitudes and learning. • Empower children to make safe and healthy decisions: We establish boundaries that teach children to be responsible for their own actions. We promote independent thought and learning through after school staff leading children by example and acting as role models. This is done by illustrating appropriate manners, conduct, and appearance. As adults, we observe, document, and address potential concerns in the program as they arise.
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After-School Contact Information Each after-school site has a program Supervisor and at least one Leader, depending on enrollment numbers. All site Supervisors report to an After-school Specialist. Site Supervisors, Program Managers, and After-school Specialists welcome your emails and phone calls. We also welcome any comments, suggestions, concerns or kudos to our staff at
prcs@loudoun.gov PRCS Leadership Steve Torpy
Director PRCS
Steve.Torpy@loudoun.gov Jeremy.Payne@loudoun.gov Jenny.Jones@loudoun.gov
Jeremy Payne Jenny Jones Kristin Garrett
Deputy Director PRCS
Assistant Director
Children’s Programs Division Manager Kristin.Garrett@loudoun.gov
CASA/YAS Administration Children’s Programs Managers Danielle Barger
Danielle.Barger@loudoun.gov Jessica.Nalls@loudoun.gov
Jessica Nalls
After-School Coordinators Mekel Clark
Mekel.Clark@loudoun.gov
VACANT Beth Stephens Susan Leone
Beth.Stephens@loudoun.gov Susan.Leone@loudoun.gov
After-School Specialists Amy Weller Andreina Caracciolo
Amy.Weller@loudoun.gov
Andreina.Caracciolo@loudoun.gov Brendan.Helms@loudoun.gov Carrie.Sandler@loudoun.gov Cassandra.Vangilder@loudoun.gov Kimberly.Warfield@loudoun.gov Kristin.Backlund@loudoun.gov Michelle.Birkenstock@loudoun.gov Prabhjeet.kaur@loudoun.gov Noemi.Scharbay@loudoun.gov Kendell.lowe@loudoun.gov
Brendan Helms Carrie Sandler
Cassandra VanGilder Kimberly Warfield Kristin Backlund Michelle Birkenstock Prabhjeet Kaur Noemi Scharbaym
Ken Lowe VACANT
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CASA Site
Mobile
CASA Site Leesburg
Mobile
Aldie
571-233-1172 571-837-1270 571-209-0924 571-233-1780 571-233-1718 571-442-2320 571-259-9680 571-233-0136 571-209-0719 571-233-1183 571-233-1924 571-233-3833 571-233-1993 571-577-5129 571-209-8108 571-233-1668 571-439-6109 571-259-9535 571-233-0786 571-238-2644 571-233-1922 571-233-1575 571-258-9959 571-233-1165 571-233-2032 571-233-2620 571-233-1976 571-233-1519 571-233-0604
571-238-2590 571-238-3053 571-233-0362 571-233-2171 571-233-0599 571-233-3113 571-233-1206 571-479-9118 571-577-5130 571-238-2761 571-238-2599 571-209-8013 571-238-2472 571-259-9780 571-437-0974 571-440-1278 571-233-3142 571-233-2349 571-238-2522 571-238-3044 571-420-3896 571-233-0580 571-680-4648 571-233-1974 571-238-2981 571-439-6162
Algonkian Arcola Ashburn Balls Bluff Banneker
Legacy Liberty
Little River
Loudoun Valley CC Lovettsville Lowes Island Lucketts CC Madison's Trust Moorefield Station Mountain View Newton-Lee Pinebrook Potowmack Rolling Ridge Rosa Lee Carter Meadowland Mill Run Sanders Corner Seldens Landing Steuart Weller Sugarland Run Sycolin Creek Round Hill
Belmont Station
Buffalo Trail
Cardinal Ridge
Catoctin
Cedar Lane Cool Spring Countryside
Creighton's Corner
Discovery
Dominion Trail
Elaine C. Thompson
Evergreen Mills Forest Grove
Frances Hazel Reid Frederick Douglass
Goshen Post Henrietta Lacks
Hillside Horizon Hovatter
Waterford Waxpool
Hutchison Farm John Tolbert Kenneth Culbert
YAS Site
Mobile
YAS Site
Mobile
Belmont Ridge Blue Ridge Eagle Ridge
571-233-1327 571- 233-1344 571-233-2144
Mercer
571-233-2614 571-233-2770 571-233-3086 703-936-1224 571-479-8917
River Bend
Seneca Ridge
Farmwell Station 571-233-2336
Stone Hill Trailside
Harper Park
571-233-2496
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PRCS CARES (Childcare Assistance and Resources for Enrichment Support) Program PRCS is pleased to offer the PRCS CARES Program for patrons. Eligibility information can be found on the PRCS CARES website. To apply please submit a PRCS CARES Application and upload the appropriate documentation. Once your application is received and approved, we will adjust your account with the approved discount and send you a confirming receipt for the change. Please note, we will request and require an annual update to remain in the PRCS CARES Program. Please email PRCSCares@loudoun.gov if any questions. A Day in PRCS After-School Programs Arrival from School Board games, coloring pages, legos, & various age-appropriate activities are set out for the participants to engage with while children are arriving & getting checked in. Each child is checked in on brightwheel and has a daily health check. If the staff feels the child is not well, or has a fever of 100 degrees or more, recurring vomiting, or diarrhea, the parent will be asked to take the child home. To allow a child to attend while sick, or before complete recovery, is individually harmful and exposes the entire group to the risk of infection. Snack Our after-school programs provide a daily USDA approved snack. All snack menus are posted for parental information at each site. All children must wash their hands before and after snack. Since we do not supply food for special diets, religious, or medical reasons, parents are required to provide such food for their child. Parents must provide documentation identifying the reason for the special diet and the diet must comply with the USDA nutritional guidelines. Due to supply, the menu provided may change for snacks. Staff will note any known changes on the daily menu posted on-site. Please note, due to allergy restrictions, after-school participants may not share their snack with other children. If sending your child with snacks, please include the child’s name and date on each snack item. Additionally, water bottles must be labeled with your child’s name. Active Time Outdoor play is an important part of the PRCS After-School daily schedule. Age-appropriate active games and sports help build the confidence of each child. In the gym or on the playground, PRCS offers active play time and designates at least 30 minutes of the program time for physical activity for every child.
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Please dress your child according to the weather conditions. During periods of extreme heat or extreme cold, PRCS staff will follow National Weather Service alerts for determining safe outdoor activities. If any alerts indicate extreme weather, warning, or unsafe air quality, programs will remain indoors. Creative Time Each after-school program offers an enriching curriculum that incorporates STEM, Kindness Culture, arts and crafts, special guests, and a wide variety of activities to stimulate your child’s curiosity and boost their creativity and self-esteem. Homework/Quiet Time At least 30 minutes of quiet time is offered to focus on homework, reading, or a quiet activity to inspire creativity and challenge each child’s small motor skills. Free Play or Structured Time Structured gym games, board games, STEM activities, coloring, and other engaging offerings are available for children to learn new things and discover their own unique skills. Check in, Check out, and Communication All after-school programs use Brightwheel for daily check-in, check-out, and communication with parents. Once you are enrolled you will receive an invite in your email you used to register from Brightwheel. There is a free app that can be downloaded on any smartphone. All listed authorized pick-ups must be entered in your brightwheel account in order to pick up your child. Each authorized pick-up will be assigned a unique pin, which is used to sign the participant out of the program. Here are the steps to follow to activate your brightwheel account: 1. Create a free brightwheel account. Please wait until you receive an invitation via email or text, and create a free parent account using either the web or mobile app. Make sure to use the same email address or cell phone number that the invitation was sent to. Here is a quick video overview: Brightwheel for Guardians 2. Confirm your child’s profile. You will see your child’s profile after you create an account. You will not be able to activate your account until you have received an invitation from brightwheel (not PRCS). If you need an invite sent and have not received one yet, please notify us at CASA@loudoun.gov. 3. Set up your account preferences. You can adjust your notification preferences within your profile settings on the app. You can also add authorized pick-ups to your account. Authorized pick-ups do not need the app, but you will need to let them know what their unique assigned 4-digit pin is. All authorized pick-ups must present photo ID.
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If LCPS is closed, there is no CASA or YAS. PRCS will offer School’s Out Camps for an additional fee. Locations, dates and registration can be found on PRCS Connect. Parent Resource App -parents are encouraged to download this link on smart devices to receive updates throughout the year, and quickly access information about PRCS After-School
Programs for Families Picking up Your Child
Parents or approved pick-ups must arrange to pick up children by program closing times. CASA closes at 6pm, and YAS closes at 6:15pm. Please note that staff are not permitted to send your child to meet you from another location. If you arrive at the site and your child is with their group at another location, such as the gym or playground, you must pick your child up from that location and confirm with the staff that they have been checked out. Absences or Schedule Change Accounting for all children at all times is imperative to PRCS programs. Failure to notify staff of the absence prior to the beginning of the program or provide written notification to the Site Supervisor may result in calling 911 to report a missing child. Please do not rely on Loudoun County Public Schools to notify CASA or YAS of any absence. Parents are encouraged to use Brightwheel, text or voicemail to send staff messages, including absences or schedule changes. If your child will be arriving late to the program, a caregiver (non-CASA Staff) must be able to sign your child in. Loudoun County Public School Absenses While our after-school programs are not sponsored by Loudoun County Public Schools, PRCS will follow LCPS policies on the following: 1. Any child who is suspended or expelled from LCPS is ineligible to attend CASA or YAS until they return to school. 2. If a sick child stays home from school for the day, they are not permitted to attend CASA or YAS the same day. School Closings and Weather After-school programs operate with the Loudoun County Public Schools (LCPS) calendar. After-school programs will be closed on days there is no school or if there is an early dismissal for weather related or other reasons. Please note: CASA and YAS are not considered a LCPS after-school activity. When school is in session until normal dismissal hours, CASA and YAS will be open. Parents and school officials are responsible for implementing any emergency pick-up arrangements during school hours. CASA and YAS will continue to remain open when LCPS announces that after-school activities are canceled. If weather conditions worsen during after- school hours, site staff may contact parents to pick up participants earlier than normal. PRCS staff will always remain on site until all participants have been picked up.
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Before Your Child’s First Day Checklist 1. If your child will have a non-PRCS staff working with them (such as a tutor, ABA Therapist, school teacher) during After-School hours in a PRCS program, you must authorize this person by filling out and submitting the Permission for non-PRCS staff to work with your child form. Once submitted, this permission form will be filed on-site with your child’s information. 2. Notify school and child’s teacher that your child will be reporting to the after-school program in which you registered 3. Snacks are provided in the after-school programs, and a monthly menu is posted on- site. If you send your child with additional snacks, please make sure they are labeled with the child’s name and date. 4. CASA and YAS students report to the cafeteria, where all CASA and YAS programs meet at the start of the day 5. Upon picking up your child at a CASA or YAS program, report to the school cafeteria. If the CASA or YAS program or your child’s cohort is in a different location such as the gym or playground, you will be instructed by a posted sign or staff to where you can retrieve your child 6. CASA at Lucketts and Loudoun Valley Community Centers will walk with PRCS staff or have students arrive by bus and staff will greet them, sign them in, and escort them to the CASA room. Programs that walk will have staff meet the children at the school, sign them in, and walk with them to the program. 7. Complete emailed instructions from Brightwheel for setting up your account to check out your child and receive notifications 8. Bring any medications or medication authorizations required if applicable Household Contact Information PRCS will often send emails to parents with reminders, or information about School’s Out Camps. In order to make sure you receive all pertinent information, we request that parents keep information such as emails and phone numbers current within your household information in PRCS Connect and Brightwheel. Some messages will go out from after-school programs from the Brightwheel app. If you need assistance updating your information, you can email your Community Center location listed above, or CASA and YAS families can email casa@loudoun.gov. Receiving pertinent information from PRCS is dependent upon your household information being current and updated.
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Payments After-school fees are billed monthly and must be paid by the 1st of each month for the next month. For example, October's payment is due September 1st, and November’s payment is due October 1 st . All after-school programs are 10-month programs. Fees are charged monthly for the 10 months. Deposits will be applied to first month’s tuition. First month’s payment must be received at time of registration. Monthly payments are $405/child for CASA and $50/child for YAS. Payments made October through June that are received after the 1st of the month will be assessed a $25.00 late fee per child. If payment is not received by the 10th of the month, the child will be dropped and may not attend the PRCS after-school program beginning with the next month. If space is available, you may re-register by paying a $25 late payment fee per child in addition to the monthly fee. If a child was enrolled for the entire school year, no payment is required for June. For children starting after winter break, a prorated fee will be due for June, based on your child's start date. Payment for our programs can be made online through PRCS Connect, via check mailed to our Administration Office, or in person at any staffed county facility (such as Recreation and Community Centers), including our Administration Office. If you choose to mail in a check, please be sure to leave adequate time for your check to arrive and be processed. Your child will be dropped from the program if payment is not made by the due date. The address for the PRCS Administration Office is: 742 Miller Drive SE P.O. Box 7800 Leesburg, VA 20177 Auto Debit Auto debit is available to households that pay the full enrollment fee of $405.00 per month for CASA and $50/month for YAS. Registration must be completed annually and can be performed either at the main office located at 742 Miller Drive, SE Leesburg, VA 20177, at any PRCS Community or Recreation Center in person, or by submitting a request online.
After-School Programs Cancellation Policy If you wish to cancel your child from
• CASA, please email CASA@loudoun.gov • YAS, please email YAS@loudoun.gov **Please include your child's name, After-school location, household number, and the last day your child will be attending. Date Conditions If canceling for the months of August-September: If you need to cancel September and you make the request 15 or more days before the start of school, a full refund will be offered - minus the $50 cancellation fee that secured your child's space in the selected after-school
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program. If you cancel within 14 days of the start of school, a 50% refund will be offered minus the $50 cancellation fee. If you cancel after the program has begun, no refund will be given but your child may continue to attend for the remainder of the month. If canceling for the months of October through June: If you cancel and you make the request 15 or more days before the first of the month, a full refund will be offered. If you cancel 14 or fewer days before the first of the month, a 50% refund will be offered. If you cancel after the month has begun, no refund will be given but your child may continue to attend for the remainder of the month. Note: No refund will be offered for June. Adjustments and Refunds Fees will not be adjusted or refunded for absences, early pick-ups, unanticipated calendar changes, closings due to the weather conditions, or other emergency situations. Positive Behavioral Interventions and Support (PBIS) PBIS is a system approach for establishing a safe and supportive learning environment to promote social, behavioral, and academic success. Effective PBIS requires a common vision, language, and practices used consistently across all after-school sites. PBIS is a framework to identify needs, develop/enhance strategies and evaluate implemented practices at sites, to adjust accordingly. Where routines and expectations are taught in a consistent manner. Personal Belongings A designated area will be provided for children's personal belongings. All children are encouraged to have a book bag or backpack for their belongings. Children are strongly discouraged from bringing valuable items to the program. Staff are not responsible for money or personal belongings. Homework Time and Chromebook Usage Each site shall allow 30 minutes for quiet, homework time for each participant. Participants who do not have homework will be offered a quiet and non-disruptive activity to do while sitting at a table. Chromebooks are only to be used if necessary to complete homework assignments. Tablets may be used if included in a participant’s behavior plan. While using Chromebooks: • Children’s screens should always be visible – they cannot sit with their backs against the wall. • Chromebooks should never be in use while eating snack or doing other program activities or projects.
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• Staff will check screens often. • If the children do not have homework, they should engage in quiet, independent activities that support learning, such as reading (or being read to), journaling, solving puzzles, or completing a word search. Participants will not be granted permission to go back to their classroom for forgotten items. Devices Brought from Home Participants are only permitted to use LCPS issued laptops during homework. Smart devices, phones or tablets are not permitted, and if participants bring them to the program, they will be asked to place them with their personal belongings. PRCS staff are not responsible for any devices brought from home. Exceptions may be made with an approved accommodation request or when requested in a behavior plan or IEP for the participant. Early Registration for Next School Year Each spring, emails, messages and flyers will go out to all parents regarding the process for early registration for the next school year. Early registration is for families enrolled in the CASA and YAS programs, and their siblings. Once early registration closes, the remaining openings are offered through open registration to the general public. PRCS will make all efforts to communicate this process through primary emails registered in Rectrac households, parent/guardians in Brightwheel, and through flyers on-site. If a family misses the deadline for early registration, we cannot promise any openings for your child or children next year if all the spots are filled. Registration is based on first-come, first-served. The PRCS website will also have information on registration at Parks, Recreation, & Community Services | Loudoun County, VA - Official Website. Important Information on Exemption of Licensure for PRCS School-Aged Programs On April 16, 2024, the Loudoun County Board of Supervisors approved a request from the Department of Parks, Recreation and Community Services (PRCS) for an Exemption of Licensure from the Virginia Department of Education for County-licensed after-school and camp programs. The exemption is for school-aged programs only. PRCS preschool and child care programs in our recreation and community centers will remain licensed. PRCS will continue to maintain the quality of these programs that you have come to expect. In fact, current PRCS licensed programs already meet or exceed licensing standards through existing internal quality control monitors. For more information, please visit our FAQs page on the license exemption request.
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