Positive Exchange Experiences

To Secure your appointment, full payment is required at the time of scheduling. Please note that all payments are non-refundable. This policy allows us to manage our scheule and our staff are compensated for their time and preparation.

We understand that unexpected emergencies can arise. If you face a genuine emergency (such as an illness or family crisis), please contact us as soon as possible.

 While payment remains non-refundable, our team will make a one-time attempt to reschedule your appointment for a future date that works for both parties. This is subject to availability and is not guaranteed.

The Staff Coordinator will direct you in the process of how to do exchanges according to your specific needs.

Additional Time: Clients requiring additional time for the drop-off transition are welcome to arrive prior to their scheduled appointment. Please note that the official start time is when the staff can take over responsibility of your children. 

Safety & Departure Protocol-Immediate Departure Required

Upon conclusion of your scheduled time, you must immediately leave the premises. Staying in the parking lot and surrounding areas is strictly prohibited. Any behavior interpreted as surveilling or “stalking” the other party is a violation of this program’s rules.

Videotaping, audio recording, taking photos of the other, location tracking devices (ex: phone or Airtags) are not permitted.

Arrive at your scheduled time. 

Identity Verification: For the safety of the child(ren), any change in the person picking up must be communicated to the coordinator in advance. If an unauthorized person arrives, and staff cannot reach the client for immediate permission, the child(ren) will stay in our care until the dropping-off party returns to pick them up.

If the “Dropping Off” party hasn’t left the premises or is staying around the area, within eyesight of the pickup site. That will be considered refusal to leave and a threat. Law enforcement will be called.

1st Occurrence: Check-In & Review

• Wellness Call: Staff will contact you to ensure your safety and discuss why the exchange was missed.

• Procedure Review: A brief phone “refresher” on program rules is required before your next visit.

• Rescheduling: You may reschedule the missed exchange, provided the standard service fee is paid for the new session.

2nd Occurrence: Barrier Meeting

• Support Meeting: Services are paused until you meet with a coordinator to identify any barriers (e.g., transportation, scheduling).

• Action Plan: We will work together to adjust the schedule or plan to prevent future issues.

• Formal Notice: A written reminder will be issued regarding the importance of consistency. This notice will be shared with any involved judiciary systems (courts, attorneys, or caseworkers).

• Please Note: To schedule any future appointments following this occurrence, you must prepay for the session. No appointments will be confirmed or added to the calendar until payment has been received.

 If there is a “No Call/No Show” during an exchange appointment:

If this happens during an Exchange Appointment, the children will stay with the current party. If the staff cannot reach the other party within 15 minutes, they may be advised to call law enforcement.

Habitual tardiness will be documented and may result in termination of the program.

Before you are able to use the Safe Exchange Program, each parent/guardian must have an intake interview with a Safe Exchange Coordinator. There is a one-time fee of $103.50 for the intake interview. (This includes the 3% debit/credit fee). If the court has ordered the parties to use the program and hasn’t designated a payee. A fee of $103.50 will be the responsibility of each party. Being paid at the time of scheduling, you’ll have different choices at the time of scheduling to determine which category you fall in (Self-Pay, County Paying, or Other Party Paying). 

Zoom Meetings are available on request.

At the intake Interview, the parent will fill out the required registration forms and agree to the program Policies & Procedures (If not already done so online). 

Photographs of parents and children (guardians) registered for the Safe Exchange Program will be taken and kept on file for identification purposes. 

No Exchanges will occur unless both parties have signed parent contracts.

Note Passing Program

If parents currently use the OurFamilyWizard App to communicate-they will be asked to communicate that way first. If it’s unavailable, they may use the Note Passing Program.

We request that you use the “Note Passing Program” to convey messages between parents. These messages should be limited to issues dealing with the child(ren)’s welfare and well-being. At the time of an exchange, a staff member will read over the contents of the note to assure that in contains only relevant information regarding the child(ren).

Parents will be asked to sign and date each note. Be aware that anything written on the loose-leaf paper is property of Ainsley’s Playhouse and will be given to the Staff Coordinator, who will scan the note into their file, then shred the paper copy. Parents can request a copy of anything they write or read.