English Immersion School – English Hoikuen
Parent Handbook & Policy Manual
English Immersion Childcare • Policies • Procedures • Daily Operations • Parent Information
Document Management
Review and Revision Policy
MET-EIS Hoikuen reviews policies, procedures, safety documents, and operational manuals regularly to support safe and appropriate childcare. This handbook is reviewed at least every six months and may be revised whenever necessary because of changes in applicable laws, official guidance, childcare practices, safety requirements, facility operations, or other relevant circumstances. A formal review is also conducted annually.
Emergency and safety procedures may be reviewed promptly following an accident, incident, emergency, disaster drill, operational change, or other situation requiring improvement.
About This Handbook
This handbook explains the main policies and procedures that families should understand when using MET-EIS Hoikuen. It should be read together with the Enrollment Agreement, current Fees & Enrollment information, consent forms, and any individual health or safety plans applicable to the child.
The handbook is designed for A4 printing and parent distribution. Signed acknowledgments and required enrollment documents should be retained with the child’s enrollment records.
Policy Basis
MET-EIS policies are developed with reference to applicable Japanese childcare requirements and supervisory guidance for unlicensed childcare facilities in Shizuoka Prefecture. Facility-specific fees, schedules, cancellation rules, and contractual terms are governed by MET-EIS agreements and current published policies.
Table of Contents
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1. Welcome
Dear Parents and Guardians,
Thank you for choosing or considering MET-EIS Hoikuen.
Choosing a childcare facility is an important decision for every family. MET-EIS Hoikuen is committed to providing a warm, safe, respectful, and home-like environment where each child is known, valued, and supported as an individual.
MET-EIS Hoikuen is a small-group English immersion childcare facility operated by Fledge Japan Co., Ltd. in Fuji City, Shizuoka Prefecture. Our approach combines the caring values of Japanese childcare with natural English exposure through daily life.
We value respect, kindness, compassion, cooperation, emotional security, independence, curiosity, and positive relationships. Through routines, play, friendships, physical activity, creative experiences, outdoor activities, and communication, we support each child’s emotional, social, physical, language, and cognitive development.
English is naturally integrated through conversation, songs, picture books, play, routines, and activities. Children are not forced to speak English. They are given meaningful opportunities to hear, understand, and gradually use English according to their age, development, personality, and comfort level. Japanese may be used whenever necessary for safety, emotional security, understanding, or communication.
Through small-group childcare, we aim to provide attentive supervision, meaningful interaction, and close communication with families. Children’s health, safety, dignity, and well-being remain our highest priorities.
Please read this handbook carefully. If you have questions about any policy or your child’s care, please contact MET-EIS Hoikuen.
Desiree Matsuyama
Founder / Facility Director
MET-EIS Hoikuen
2. Childcare Philosophy
At MET-EIS Hoikuen, we believe every child deserves to grow in an environment where they feel safe, respected, secure, cared for, and valued.
Our childcare approach combines Japanese childcare values with natural English immersion. We support children’s healthy growth through:
- Warm and trusting relationships
- Learning through play
- Daily routines and real-life experiences
- Communication and social interaction
- Creativity and curiosity
- Physical activity and outdoor experiences
- Emotional support and respectful guidance
- Age-appropriate independence
- Natural exposure to English in everyday life
Our Core Values
- Respect
- Kindness
- Compassion
- Cooperation
- Emotional security
- Independence
- Curiosity
- Confidence
- Positive relationships
We nurture the heart, body, and language in balance and support every child in growing confidently as themselves.
3. Mission
MET-EIS Hoikuen’s mission is to provide safe, developmentally appropriate, child-centered childcare that supports each child’s emotional, social, physical, cognitive, and language development.
We aim to:
- Provide a safe, warm, and welcoming childcare environment
- Support children’s emotional security and well-being
- Respect each child’s personality and developmental pace
- Foster independence and confidence
- Develop communication and social skills
- Support healthy routines and practical life skills
- Encourage curiosity and the joy of learning
- Provide natural opportunities to experience English
- Work cooperatively with parents and guardians
- Maintain appropriate health, hygiene, safety, and emergency procedures
- Operate in accordance with applicable Japanese laws, supervisory standards, safety requirements, and relevant childcare guidance
4. Facility Operation and Notification Status
MET-EIS Hoikuen is an unlicensed childcare facility (認可外保育施設) operated by Fledge Japan Co., Ltd.
The facility follows the notification, supervision, health, hygiene, safety, staffing, recordkeeping, and operational requirements applicable to its facility type. Required establishment notification procedures applicable to the facility have been completed.
MET-EIS Hoikuen works to maintain and continuously improve:
- Safe childcare practices
- Appropriate child supervision
- Health and hygiene management
- Protection of children’s safety and dignity
- Emergency and disaster preparedness
- Developmentally appropriate childcare
- Staff training and communication
- Facility safety
- Accident and incident recording
- Continuous operational improvement
MET-EIS maintains a Safety Plan and related emergency procedures as required for childcare operations. Policies and procedures may be updated when laws, official guidance, supervisory requirements, or facility conditions change.
5. Opening Hours and Programs
The child’s official attendance schedule is the schedule confirmed in the Enrollment Agreement or other applicable childcare agreement. Arrival and pickup should follow the confirmed program hours.
Temporary childcare may be available by advance reservation. Saturday or other non-standard care, when offered, is subject to advance confirmation, available space, appropriate staffing, and the applicable service agreement.
Operating hours or childcare arrangements may be temporarily changed because of national or facility holidays, severe weather, natural disasters, infectious-disease situations, staff training, emergencies, facility maintenance, safety concerns, or other unavoidable operational circumstances. Families will be informed as early as reasonably practicable.
6. Childcare Policy
MET-EIS Hoikuen provides child-centered, play-based, and relationship-focused childcare.
Depending on age, development, schedule, weather, and individual needs, children may participate in:
- Daily living activities and routines
- Free play
- Teacher-guided activities
- Songs, music, and rhythm
- Picture books and storytelling
- Outdoor play and physical activity
- Creative and seasonal activities
- English immersion experiences
- Interaction with other children
- Quiet time and rest
- Cultural experiences
Through these experiences, children are supported in developing emotional regulation, communication, independence, curiosity, cooperation, practical life skills, respect for others, self-confidence, creativity, and social development.
English is naturally integrated into daily experiences. Japanese may be used whenever needed for safety, reassurance, emotional support, explanation, or communication.
7. Health Monitoring and Daily Health Checks
Children’s health and safety are important parts of daily childcare. Staff observe each child’s general condition at arrival, throughout the childcare day, and at pickup.
Staff may observe for:
- Fever or unusual body temperature
- Unusual tiredness or reduced activity
- Vomiting or diarrhea
- Rash or skin changes
- Coughing or respiratory symptoms
- Suspected infectious illness
- Injury or pain
- Changes in appetite or hydration
- Significant emotional or behavioral changes
- Other unusual symptoms
Parents and guardians must inform the facility before care begins of any important change in the child’s health, medication, allergy status, recent injury, or medical instructions.
Health examinations for ongoing enrollment
For children enrolled on an ongoing basis, health status is confirmed at the start of use and approximately twice each year in accordance with the supervisory framework applicable to unlicensed childcare facilities. Where appropriate, MET-EIS may ask families to submit a health examination record, medical certificate, or relevant copy from the Maternal and Child Health Handbook.
When a child should remain at home
A child may need to remain at home when the child has a fever or is clearly unwell, repeatedly vomits, has significant or repeated diarrhea, is diagnosed with or suspected of having an infectious disease, cannot comfortably participate in normal group childcare, requires medical care that cannot safely be provided by the facility, or presents a significant infection risk to others.
If a child becomes unwell during childcare, MET-EIS may contact the parent or guardian and request pickup. In an emergency, appropriate emergency medical procedures will be followed.
8. Infectious Diseases and Illness
MET-EIS Hoikuen maintains infection-control and hygiene procedures appropriate for a group childcare environment.
Parents and guardians must inform the facility if their child is diagnosed with or suspected of having an infectious illness.
Examples include:
- Influenza
- COVID-19
- Hand, foot, and mouth disease
- RSV infection
- Norovirus infection
- Measles
- Mumps
- Rubella
- Chickenpox
- Infectious conjunctivitis
- Other communicable illnesses
Return-to-care requirements depend on the particular illness, the child’s recovery, medical advice, and applicable public-health or childcare guidance. MET-EIS does not apply one identical exclusion period to every disease.
When necessary, MET-EIS may request medical information, confirmation of recovery, physician instructions, or other appropriate documentation before the child returns.
Infection-control measures
- Handwashing and hygiene support
- Cleaning and disinfection when appropriate
- Ventilation
- Cleaning toys and equipment
- Health observation
- Appropriate handling of bodily fluids and soiled items
9. Medication
Medication is administered only when genuinely necessary and only after the facility’s medication procedure has been completed.
As a general MET-EIS rule, medication administered during childcare should be medication prescribed for the child by a medical professional. Over-the-counter medication is not normally administered. Emergency medication is handled under an individual written plan.
Parents or guardians must provide:
- A completed Medication Request Form
- The medication in its original or clearly identifiable packaging
- The child’s name clearly shown
- Medication name
- Prescribed dosage
- Administration method and scheduled time
- Relevant medical instructions
- Emergency information when applicable
For oral medication, parents should normally provide only the dose required during childcare hours, unless another arrangement has been confirmed in advance.
Medication must be handed directly to a staff member and must not be left unattended in a child’s bag. If refrigeration or special storage is required, parents must discuss this with MET-EIS in advance.
MET-EIS may decline to administer medication when instructions are incomplete or unclear, the medication cannot be clearly identified, required documentation is missing, the medication is expired, or safe storage or administration cannot reasonably be ensured.
10. Allergy Management
MET-EIS takes children’s allergies and dietary safety seriously.
Parents and guardians must inform the facility of all known or suspected:
- Food allergies
- Medication allergies
- Environmental allergies
- Previous severe allergic reactions
- Dietary restrictions
- Relevant medical conditions
When necessary, families may be asked to provide medical documentation, written allergy instructions, an allergy response plan, emergency medication, or dietary instructions. Parents must promptly inform MET-EIS of any change in the child’s allergy status.
Children with a history of severe allergic reactions must be discussed individually with the facility before childcare begins or immediately when the condition becomes known.
MET-EIS takes reasonable precautions to reduce allergen exposure. However, because the facility operates in a group childcare environment, a completely allergen-free environment cannot be guaranteed.
11. Naps, Rest, and Safe Sleep
Rest and sleep are important for children’s healthy development. Children are provided with age-appropriate opportunities for rest or sleep according to age, developmental stage, individual needs, length of childcare, and daily physical condition.
MET-EIS maintains safe rest and sleep practices including:
- An age-appropriate sleeping environment
- Active staff supervision
- Regular visual sleep checks according to facility procedures
- Appropriate positioning and bedding practices
- Clean sleep equipment
- Appropriate room temperature and ventilation
- A calm resting environment
Younger children and children requiring closer observation receive particularly careful monitoring. Children are not intentionally left unattended during nap or rest periods.
Parents should inform staff of relevant sleep concerns, medical conditions, or special instructions.
12. Diaper Changing, Toileting, and Hygiene
Diaper changing and toileting are handled hygienically, respectfully, and according to each child’s developmental stage.
Staff practices include:
- Appropriate hand hygiene
- Use of gloves when appropriate
- Cleaning and disinfection
- Safe handling of diapers and soiled items
- Respect for children’s privacy
- Gentle communication and emotional support
Toilet learning is supported positively and in cooperation with families. Children are never scolded, pressured, humiliated, or shamed for toileting accidents.
Parents may be asked to provide diapers or training pants, wipes, spare clothing, bags for used or soiled items, and other necessary personal hygiene supplies.
13. Behavioral and Emotional Support
MET-EIS Hoikuen believes children learn appropriate behavior through secure relationships, consistent guidance, positive adult modeling, communication, and developmentally appropriate expectations.
We support children through:
- Secure and trusting relationships
- Positive communication
- Predictable daily routines
- Recognition of children’s emotions
- Positive adult modeling
- Age-appropriate choices
- Support for emotional regulation
- Problem-solving
- Gentle redirection
- Positive reinforcement
- Clear and consistent boundaries
The following are not permitted as methods of guidance:
- Corporal punishment
- Physical violence
- Verbal abuse
- Humiliation or shaming
- Threats or intimidation
- Unnecessary isolation
- Harsh or degrading punishment
When a child is upset, overwhelmed, or highly excited, staff may guide the child to a calm and supervised area of the classroom to support emotional regulation. This is not punishment or isolation. The child remains supervised and supported.
Supportive language examples
- Daijoubu da yo. – It’s okay.
- Yasashiku shiyou ne. – Let’s be gentle.
- Ochitsukou ne. – Let’s calm down.
- Junbanko shiyou ne. – Let’s take turns.
14. Child Protection and Prevention of Abuse
The safety, dignity, and welfare of children are fundamental responsibilities of MET-EIS Hoikuen.
Children must be protected from:
- Physical abuse
- Emotional or psychological harm
- Neglect
- Inappropriate treatment
- Sexual abuse or exploitation
- Unsafe environments
- Degrading or humiliating treatment
Staff members are expected to maintain professional and appropriate relationships with children at all times.
If there is a concern regarding a child’s safety or welfare, MET-EIS may consult with or report the matter to an appropriate authority when required or permitted by applicable law and child-protection responsibilities. The child’s immediate safety and welfare will be prioritized.
15. Arrival and Pickup
Children must be handed directly to an appropriate MET-EIS staff member at arrival.
At pickup, children will only be released to:
- A parent or legal guardian
- A registered authorized pickup person
- Another adult specifically authorized by the parent or guardian in advance and accepted by the facility
Identity verification may be requested when necessary. MET-EIS may refuse to release a child when a person’s identity or authorization cannot be confirmed.
Parents and guardians are requested to arrive and pick up within the confirmed schedule, notify MET-EIS promptly of delays or schedule changes, keep authorized pickup information current, and share important health or safety information.
Late pickup
If pickup is delayed, extension or late-care charges may apply according to the current fee policy and Enrollment Agreement. Repeated late pickup may result in a meeting with the family to review the childcare arrangement.
If a parent or guardian cannot be reached after the child’s scheduled pickup or facility closing time, MET-EIS may contact registered emergency contacts and, when necessary to protect the child, an appropriate authority or emergency service.
16. Emergency Response and Disaster Preparedness
MET-EIS maintains emergency procedures and a Safety Plan for situations including:
- Earthquakes
- Fire
- Typhoons
- Flooding
- Severe weather
- Power outages
- Medical emergencies
- Suspicious persons
- Evacuation
- Shelter-in-place situations
- Other serious safety threats
Emergency and disaster-prevention drills are conducted regularly. MET-EIS maintains emergency contact information, evacuation procedures, emergency supplies, and other appropriate preparedness measures.
Depending on the emergency, MET-EIS may evacuate, remain safely inside the facility, move children to a designated safe location, contact emergency services, contact parents and guardians, or request pickup when conditions are safe and practicable.
Parents should not place themselves or others at unnecessary risk by attempting immediate pickup when travel conditions are unsafe. During an emergency, families should follow communications from MET-EIS and relevant authorities.
17. Outdoor Activities and Heatstroke Prevention
Outdoor activity is an important part of healthy childhood development. Children may participate in outdoor activities when weather, environmental conditions, staffing, and safety considerations permit.
Outdoor activities may be shortened, moved indoors, changed, or canceled because of extreme heat, severe cold, heavy rain, strong winds, poor air quality, heatstroke warnings, unsafe ground conditions, or other safety concerns.
MET-EIS takes appropriate precautions including:
- Regular hydration
- Heatstroke prevention
- Seasonal safety measures
- Sun and UV precautions
- Appropriate staff supervision
- Adjustment of activity duration and intensity
Parents may be asked to provide a hat, water bottle, seasonal clothing, towels, sunscreen suitable for the child when required and permitted, or other items needed for safe outdoor activity.
18. Meals, Snacks, and Food Safety
Mealtimes and snack times are important opportunities for children to develop healthy habits, independence, communication, social skills, and practical daily routines.
Families are generally responsible for providing the child’s lunch, snacks, drinks, and any age-appropriate milk or other items when necessary, unless another arrangement has been confirmed in advance.
An optional supplier lunch may be available by advance arrangement and for an additional charge. Availability, ordering deadlines, menu information, and fees follow the current MET-EIS meal-service policy.
Food brought from home should be safely prepared, appropriately stored, suitable for the child’s age and developmental stage, and compatible with known allergies and health requirements.
Food allergies and dietary restrictions must be reported to the facility in advance. MET-EIS may occasionally conduct age-appropriate food education, seasonal food experiences, or simple cooking activities when appropriate safety procedures and necessary parental consent are in place.
19. What to Bring
Please clearly label all belongings with your child’s name.
Depending on age and program, required items may include:
- Change of clothes
- Towels
- Water bottle
- Diapers or training pants
- Baby wipes
- Bags for used or soiled items
- Seasonal clothing
- Hat
- Other items requested by the facility
Please do not send unnecessary valuables, expensive belongings, or toys from home unless requested by MET-EIS. The facility cannot guarantee against ordinary loss or accidental damage to personal belongings.
Parents should regularly check clothing and supplies to ensure that they remain suitable for the child’s current size, age, season, and needs.
20. Media and Screen Use
MET-EIS prioritizes active, hands-on childhood experiences such as play, conversation, outdoor activities, physical movement, creative experiences, music, storytelling, social interaction, and real-life learning.
Screen-based media is not used as a substitute for normal childcare or supervision.
Media may occasionally be used when it serves a clear educational or childcare purpose, such as music and rhythm activities, stories, language learning, cultural learning, or age-appropriate educational activities. Any media use is supervised and kept appropriate to the children’s age, development, and needs.
21. Communication and Partnership with Families
MET-EIS values respectful communication and partnership with parents and guardians.
Depending on the situation, we may share information regarding:
- Daily activities
- Meals and rest
- Health
- Behavior and emotions
- Developmental observations
- Events
- Schedule changes
- Emergency communications
- Seasonal information
- Important facility notices
Communication methods may include verbal communication, messaging applications, written notices, telephone calls, email, forms, or other facility communication systems.
Parents are encouraged to inform MET-EIS of relevant changes at home that may affect the child’s health, emotions, behavior, routine, or safety. Families and staff are expected to maintain respectful, constructive, and professional communication.
22. Personal Information and Confidentiality
Personal information relating to children and their families is handled carefully and only for appropriate purposes connected with childcare and facility operations.
Information may be used for childcare, health management, safety, emergency response, parent communication, attendance and administrative records, billing, facility operations, and compliance with applicable requirements.
Information may be shared when there is an appropriate basis, such as parent or guardian consent, a legal requirement, an emergency, a serious child-safety concern, or another legitimate purpose permitted by applicable law.
Personal information is handled in accordance with applicable Japanese privacy laws, the MET-EIS Privacy Policy, consent documents, and internal information-management procedures.
Photos, videos, names, or other identifying information are handled according to the applicable parental consent arrangements. Parents may be asked to complete a separate photo/video and name-display consent form.
23. Withdrawal and Termination of Childcare
Withdrawal by the family
For Regular Monthly Childcare, parents or guardians should provide one month’s written notice before the intended final day of childcare, unless the Enrollment Agreement states a different period. Fees and other obligations remain subject to the applicable agreement through the effective end date.
For recurring or temporary childcare arrangements, notice and cancellation conditions follow the applicable service agreement and current fee policy.
Review or termination by MET-EIS
MET-EIS may review whether continued childcare can be provided safely and appropriately in situations involving:
- A serious or continuing safety risk
- Persistent non-payment of childcare fees
- Repeated serious violation of facility policies or agreements
- Failure to provide essential medical, allergy, emergency, or safety information
- Threatening, abusive, violent, discriminatory, or harassing conduct toward staff, children, or other families
- Repeated situations that materially interfere with safe group childcare and cannot be resolved through consultation and appropriate support
- Circumstances in which MET-EIS cannot safely provide the level of care required within its staffing, premises, or operational capacity
Except when urgent action is required for safety, MET-EIS will normally discuss concerns with the parent or guardian and consider reasonable support measures before deciding whether childcare can continue.
24. Requests to Parents and Guardians
Maintaining a safe and positive childcare environment requires cooperation between MET-EIS and families.
Parents and guardians are asked to:
- Communicate respectfully with staff, children, and other families
- Follow facility policies and procedures
- Cooperate with health, infection-control, and safety requirements
- Arrive and pick up within contracted childcare hours
- Notify MET-EIS of absences, delays, or schedule changes
- Keep emergency contact and authorized pickup information current
- Report relevant health, allergy, medication, or medical changes promptly
- Provide required documents and supplies
- Protect children’s privacy
- Cooperate during emergencies and disaster procedures
- Pay applicable fees according to the agreed schedule
Abusive language, intimidation, threats, violence, discriminatory conduct, harassment, or behavior that creates a serious safety risk toward staff, children, or other families is not acceptable. Serious concerns may lead to consultation and review of whether childcare can safely continue.
25. Parent/Guardian Acknowledgment
I/We acknowledge that we have received, read, and understood the MET-EIS Hoikuen Parent Handbook & Policy Manual.
I/We understand the facility’s general policies concerning childcare, health and illness, infectious diseases, medication, allergies, safe sleep, behavior and emotional support, child protection, arrival and pickup, emergency procedures, meals and belongings, privacy, communication, withdrawal, and termination.
I/We understand that this handbook may be revised when necessary because of changes in law, official guidance, health or safety requirements, childcare needs, or facility operations. MET-EIS will communicate material policy changes to families as appropriate.
Closing Message
Thank you for choosing MET-EIS Hoikuen.
We are committed to providing a safe, warm, respectful, and home-like environment where every child is cared for as an individual and supported in their daily growth.
Strong communication between families and the facility is an important part of consistent and secure childcare. If you have questions, concerns, or important information regarding your child, please contact us.
We look forward to working together with your family to support your child’s well-being, development, learning, and confidence.
MET-EIS Hoikuen
A Home-Like Place Where Every Child Uniquely Grows.
Operating Company: Fledge Japan Co., Ltd. (株式会社 Fledge Japan)
Facility Type: Unlicensed Childcare Facility (認可外保育施設)
Address: 8-25-2 Kajima-cho, Fuji City, Shizuoka Prefecture
Phone: 0545-30-9927
Email: info@met-eis.com
English Immersion School – English Hoikuen
English Nursery School based in Fuji City, Shizuoka, operated under 株式会社 Fledge Japan.
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