Drop-In Program
Full-day drop-in services are intended for participants requiring extended care and support throughout the day. This option allows individuals to be integrated into the regular daily program structure alongside existing participants.
Full-day participants will take part in the standard schedule of activities, which may include a combination of structured programming, group activities, recreational opportunities, and routine-based supports. This option is designed to closely mirror the experience of enrolled participants while still offering flexibility for families who require occasional or short-term care.
As with hourly programming, all full-day bookings are subject to staffing ratio requirements and must be approved prior to confirmation. Staff will review each request to ensure that the participant’s needs can be met within the existing program structure and that safe, appropriate support can be provided throughout the day.
Full-day bookings also require advance documentation, approval, and payment confirmation prior to attendance.
The program introduces a flexible option for families who may not require full-time support but still need access to services on an occasional or short-term basis. This may include families waiting for placement, those needing coverage during school breaks, or those who want to explore the program before committing to ongoing enrollment. By offering both hourly and full-day options, the program supports a wider range of needs while still maintaining structure and predictability.
Required Documentation
All required documentation must be fully completed and submitted prior to a participant receiving access to the booking system. Participants will not be provided with a booking link until all forms have been received, reviewed, and a support tier has been assigned.
This step is necessary to ensure that staff have all relevant information needed to safely assess each participant’s needs and determine appropriate programming eligibility.
Required documentation may include:
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Intake forms
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Medical or support information
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Emergency contact details
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Any required consent forms
Once submitted, all documentation will be reviewed by staff to confirm completeness and accuracy. Participants will then be assigned to an appropriate support tier based on their needs. Only after this process is complete will they be granted access to the booking link for available drop-in sessions.
To improve efficiency and reduce repeat paperwork, a centralized client database will be maintained.
This will allow documentation to be securely stored on file, support faster booking for returning participants, and ensure staff always have access to up-to-date information prior to attendance.
Incomplete documentation will result in the participant not being eligible to receive a booking link until all required information has been provided and reviewed.
Registration Process
1. Complete Intake & Documentation
2. Submit Drop-In Request
3. Program Review and Approval
4. Payment Processing and Confirmation
5. Program Attendance
Before a participant is able to access or book any drop-in services, all required registration forms must be fully completed and submitted. Once received, staff will review all documentation to ensure it is complete, accurate, and meets program requirements.
Following this review, each participant will be assessed and assigned to an appropriate support tier based on their individual support needs. This tier assignment determines what types of drop-in programming the participant is eligible to access.
Once a participant has been approved and assigned a tier, they will be eligible to proceed to the booking stage. At this point, they will be provided with a secure booking link to access available drop-in sessions.
The booking system will be managed through Jotform, with access controlled to ensure only approved individuals are able to book sessions. The form can be set to private and distributed directly to eligible participants once registration is complete. Access may be managed through email invitation, secure link sharing, or restricted form settings, ensuring that only authorized users are able to view and select available appointment times.
Booking & Payment Process
Once registration is complete and a tier has been assigned, participants will be able to book available drop-in spaces that align with their approved tier level through the secure Jotform booking system.
All booking requests must be submitted through the designated Jotform link. Each request will be reviewed by staff to confirm that staffing ratios, program capacity, and participant needs can be safely met before approval is granted.
As part of the booking form, participants will be required to acknowledge and confirm payment by checking a mandatory section indicating that payment has been sent via e-transfer for the total amount of booked days. By selecting this confirmation, the participant is agreeing that payment has been completed at the time of booking.
Bookings will only be considered fully confirmed once approval has been granted and payment has been received. If payment has not been received by the time of attendance, the participant will not be permitted to attend the program until payment is completed.
Failure to complete payment as stated will be recorded and addressed through the program’s established strike system for no-shows and non-compliance, which may impact future booking eligibility.
Active Lives Canada follows recognized guidelines and complies with all required forms, policies, and regulatory standards to ensure the highest level of safety and accountability. We do not use Google Docs or SurveyMonkey for confidential information, and all documentation and health protocols are managed through secure, regulatory-compliant systems that align with public health and safety requirements.
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