If you operate, or are thinking about operating your own child care business, you need to have a list of policies that you can discuss with a parent during the interview process. This protects you as the provider, and lets the parent know what is and is not provided for and what is expected of the parent. When writing what your child care policies are, you need to be very thorough to avoid confusion for perspective parents. Avoid any generalities and spell everything out so the parent and the child care provider are on the same page.
Using a word processor, write up your policies, stating important information that the parent can refer to at a later date. Your front page should include your business name, administrator’s name, address, email, and phone number.
If you are licensed list the ages you are licensed to care for. If unlicensed, list the ages you will accept into care. Both licensed and unlicensed should be aware of state regulations concerning how many non-ambulatory children can be in care at one time.
Hours of operation plus any known closure dates need to be in your policies. Most people are off on Christmas and Thanksgiving, but what about Memorial Day and Veteran’s Day? When a parent knows in advance your closure schedule they can make preparations for a replacement.
Essential Forms
Completed forms for each child should be in the providers file cabinet. These need to be completed when your parent reads your service contract. My essential forms are:
* Emergency record cards
* Shot records
* Authorization for medication
* Transportation permission
* Any food program enrollment forms
Clearly state if you participate in the USDA food program, and what types of meals you serve. Discuss any food allergies and special diets. If a child is on a special diet, who is responsible for providing the food?
Personal Belongings
Each child should have their own cubby for holding personal belongings. If you allow children to bring toys from home, state which kinds are acceptable and let parents know you are not responsible for lost or broken toys.
Behavior Guidance
Discipline is an area that is sometimes a cause of disruption in the parent/provider relationship. State clearly how you handle children who have behavior that is out of control. List positive and preventative techniques used in your facility as well as the response and consequence for unacceptable behavior.
Child Care Rates and Fees
* Registration fees, how often and how much
* Daily, weekly, or monthly rates
* Second child discounts if they apply
* Part time / full time rates
* Do you charge during absense of child?
* Are drop-in children allowed in care?
* What are your late fees?
List under what circumstances you will not consider outdoor play. Wind, cold weather, icy conditions, freezing rain, thunder & lightening, or any other type of extreme climatic conditions should be included.
Ill Children
One of the most important issues you will face as a childcare provider is the subject of sick children. Clearly list the symptoms that will keep a child out of your service. My policies list uncontrolled coughing, fever, diarrhea, vomiting, pink eye, head lice, strep throat, flu, and infectious diseases.
Licensing regulations vary from state to state. Some have limitations of no more than two hours per day. List which are used at your facility and how often.
Protect Yourself
We live in a litigous society, so childcare providers need to protect themselves and their business. I have a clause in my policy that in the event of inclement weather or natural disaster, I am entrusted to use my best judgement in caring for the children enrolled in my facility. I will be held harmless for consequences relating to such decisions. Who knows if that would hold up should a parent decide to sue, but it can’t hurt to include that information. This was something that was brought up at a child care training I attended, and I felt it was worth adding.
Personal Emergencies
If you have an emergency substitute, list their name and phone number on your policies.
Signature Page
I have my parent (s) sign and date the signature page stating that they agree with my policies. I keep the signature page, put it in the child’s file, and send the contract home with the parent.
Be Thorough
When going through your policies with parents during the interview process, it is helpful to have correction tape and accent markers on hand. I always highlight particularly important information that I want to stress to parents.
If for some reason I make an exception for a family, for whatever reason, (such as discount for payment for a full month in advance), I will take a correction tape pen and change the policies to reflect such a change. Both the parent and myself will initial the change so there is no confusion about it in the future.
When payments are received, I always give my parents a receipt. This helps keep me to keep track of my income, and is a good record for my end of the year taxes.
One last piece equipment that is almost essential to a home business is a personal copier. Mine sits right on my desk and is a cheaper and faster way of copying my policies and other forms that are needed to run my business.
What you chose to list in your childcare policies is possibly the most important thing you will do in your business. This sets the standard for how you will operate, what you will provide and what the parents responsibilities are.
