Handbooks/Policies

[countrymom]

parent hand book/contracts

I've been searching for 2 hours now and some of the threads don't have contract stuff just people talking about it, I need stuff that is put in it. And this also seems like a common question

[melissa ann]

I second this

[beachgrl]

Third, have had same issues looking for that stuff!

[countrymom]

bumping it, I think we really need this. (black cat, I loved your book, it was easy to read and too the point)

[Blackcat31]

Originally Posted by countrymom

bumping it, I think we really need this. (black cat, I loved your book, it was easy to read and too the point)

Why, thank you! I spent ALOT of time on it and tried to include everything I could think of that would need to be addressed. I am sure I will need to add more as new things arise.....just when we think we have heard/seen all, something comes along to prove us wrong! LOL!!


Okay, I made this thread a sticky but don't know if I did it right or not. (Michael will have to pop in and let us know....) I renamed it as well. Countrymom since you asked, if you want a different title...let me know.)

[melissa ann]

Blackcat, thank you so much.
And if I may be so bold to ask, what is this book you wrote?

So, should we post our handbook here, or a link to them?

[awestbrook713]

I'm a newbie at the handbook thingy but I will post mine. I had gotten help from one of the other providers on here and just tweaked it to work for my daycare. Hopefully I did this right, I also included my contract. I have already started a list for fixes to it for 2013 since its an ever evolving document lol.

[melissa ann]

My handbook & contract can be found on my website

[Blackcat31]

Originally Posted by melissa ann

Blackcat, thank you so much.
And if I may be so bold to ask, what is this book you wrote?

So, should we post our handbook here, or a link to them?

I e-mailed her my handbook. If you would like ot read it, please PM me your e-mail address and I will send it right off

[Fruitloops1]

blackcat your "location" really confised me!!! I was thinking to myself what can someone do to be in detention? Did she post something bad? Is it like a time out? LOL

[Blackcat31]

Originally Posted by Azra11

blackcat your "location" really confised me!!! I was thinking to myself what can someone do to be in detention? Did she post something bad? Is it like a time out? LOL

LOL!! It does come from 'behavior' here actually. I "think" I might have deleted the Venting Thread accidentally a while back and so I am in detention for being bad.....LOL!!

In my defence, however, I don't know if I did or didn't but I did take the blame.

I suppose it may be time to rejoin the group now and not be in detention anymore though....

Oh, and my real location is northern MN, in case you were wondering.

[Sunchimes]

I gave out my new, first ever handbook and contract to 2 of my families this week. (Both fine, no questions, no complaints, and signed almost before I could finish talking to them). I sweated over this, poured over the forums and online handbooks, and I still think that I left out something important.

Anyway, the last dcm will be back tomorrow. She has been paying drop in rates even though I'm on stand-by 6 days a week. (I've whined about my stupidity on this before). I'm going to tell her she has to go to at least part time (I'm going to push FT, but that will mean a huge increase for her when she only works part time. I think I'll lose her if I do that.) Plus late pick up, late payments, paying every week, even if I just have her 1 day, and all of the other cool stuff you guys do and I wasn't smart enough to figure out without you.

She is going to have a cow. I could use some vibes for finding my backbone.

[Blackcat31]

Originally Posted by Sunchimes

I gave out my new, first ever handbook and contract to 2 of my families this week. (Both fine, no questions, no complaints, and signed almost before I could finish talking to them). I sweated over this, poured over the forums and online handbooks, and I still think that I left out something important.

Anyway, the last dcm will be back tomorrow. She has been paying drop in rates even though I'm on stand-by 6 days a week. (I've whined about my stupidity on this before). I'm going to tell her she has to go to at least part time (I'm going to push FT, but that will mean a huge increase for her when she only works part time. I think I'll lose her if I do that.) Plus late pick up, late payments, paying every week, even if I just have her 1 day, and all of the other cool stuff you guys do and I wasn't smart enough to figure out without you.

She is going to have a cow. I could use some vibes for finding my backbone.

You CAN do it!!!!!!

Trust me, you won't be sorry for standing your ground. Even if you lose her. You will still be happy. I promise.

[countrymom]

thanks black cat, as soon as I'm done I'll post mine too. I think if we have any questions regarding phb we can post it here, that way its all together and its not the same question being asked over and over.

[Countrygal]

I couldn't attach mine - it is nine pages and exceeded the limit. Any other way? I'd love feedback on it.

[Mary Poppins]

Originally Posted by melissa ann

My handbook & contract can be found on my website

I love your handbook and if I hadn't JUST re-written mine I'd totally steal it. Still considering doing just that.

[melissa ann]

Originally Posted by Mary Poppins

I love your handbook and if I hadn't JUST re-written mine I'd totally steal it. Still considering doing just that.

Thank you. Help yourself. Mine is a combination of my own plus tips from others here.

[countrymom]

on a contract, or do you have one form at the end. Also, what part of the contract do you keep, the handbook or do the parents. Mine is 14 pages long, not including forms.

also, do you have a water play form, a trampoline form a transportation form (remember I can have a trampoline and a pool--only the big tramp. is for the older older kids, my littles have an excerise one)

[Mary Poppins]

Originally Posted by countrymom

on a contract, or do you have one form at the end. Also, what part of the contract do you keep, the handbook or do the parents. Mine is 14 pages long, not including forms.

also, do you have a water play form, a trampoline form a transportation form (remember I can have a trampoline and a pool--only the big tramp. is for the older older kids, my littles have an excerise one)

I have a handbook which I have them read and sign and date, acknowledging that they have read, understand and agree to abide by my policies. I have a contract that they sign that re-states this and has spaces for all of the personal info. I keep both of these in my file and give them a copy of them if they ask. My handbook is posted on my website for them to look at anytime.

[Checkinkids.com]

Here's a good resource for this http://www.indiana.edu/~ccc/for-parents/handbook/

[Beach Baby]

Anyone else care to share their handbooks/contracts? I need some serious help coming up with one asap!

[NiNi.R.]

Here is mine! This is what I will be giving the parents this coming up spring with some tweeks (my state just implemented some new regulations so if those change much then so might some of my handbook)

I've been looking to add in a policy somewhere stating children will need to arrive dressed and ready for the day. I haven't decided if this is something I want to change for new enrollees or all families. It will probably depend on the demands that the new regs will bring on. Currently I have two girls that show up in their jammies and slippers. With a sack of clothes and shoes for the day and a brush. Most recently they brought toothpaste and a toothbrush to leave here. Even though they are old enough to do it on their own the amount of stuff they bring everyday is ridiculous.

Anyways off topic I know. If any of you have a being dressed and ready for the day policy I would love to see it!

Guess my file was too big and didn't realize it. I'd be happy to email my handbook to whoever would like to see it. Just PM with your email.

[Texasjeepgirl]

Mine is on my website...

www.tammyschildcare.com

[Checkinkids.com]

Originally Posted by NiNi.R.

Here is mine! This is what I will be giving the parents this coming up spring with some tweeks (my state just implemented some new regulations so if those change much then so might some of my handbook)

I've been looking to add in a policy somewhere stating children will need to arrive dressed and ready for the day. I haven't decided if this is something I want to change for new enrollees or all families. It will probably depend on the demands that the new regs will bring on. Currently I have two girls that show up in their jammies and slippers. With a sack of clothes and shoes for the day and a brush. Most recently they brought toothpaste and a toothbrush to leave here. Even though they are old enough to do it on their own the amount of stuff they bring everyday is ridiculous.

Anyways off topic I know. If any of you have a being dressed and ready for the day policy I would love to see it!

Guess my file was too big and didn't realize it. I'd be happy to email my handbook to whoever would like to see it. Just PM with your email.

I can't STAND it when kid show up in pjs. Daycare is not so parents can just roll out of bed, throw the kids in the car and go. Funny thing is - those are usually the ones that show up first! grrrr. I would definitely make that a policy ALL if I were you. And no donuts or pop tarts in hand when they walk in the door either! And wipe their face...

[GrannyJ]

I have redone my handbook so many times over the years. I remember back in the day I didn't even need one! Now I wouldn't think of not having one.

Anyway I am in the process of redoing mine again and would really appreciate any help I can get.

Also, I have never found a contract that I have been happy with so I could use some help with that also.

[Touch of Love]

I am in the process of opening and am having trouble wording some of the items in my employee handbook. could anyone maybe help me out there?

[jokalima]

Originally Posted by Texasjeepgirl

Mine is on my website...

www.tammyschildcare.com

I am looking at different handbooks and taking from here and there to update mine, will you mind if I use part of yours?

Thanks

[Michael]

Originally Posted by jokalima

I am looking at different handbooks and taking from here and there to update mine, will you mind if I use part of yours?

Thanks

Use the tags on the bottom left to find more handbooks and contracts samples and ideas.

[jokalima]

Sorry if the questions sound silly but I really want to be sure of what to say.

If a parent asks why I don't receive children after 9:30 what would be the reason for an in home day care? And also, if they ask why the hours of care provided are based on their schedule, what should I say?

Thanks

[Blackcat31]

Originally Posted by jokalima

Sorry if the questions sound silly but I really want to be sure of what to say.

If a parent asks why I don't receive children after 9:30 what would be the reason for an in home day care? And also, if they ask why the hours of care provided are based on their schedule, what should I say?

Thanks

I usually discourage but not deny drop off after 9:30 because it is disruptive to our daily curriculum and activities. I sometimes take the kids on walks too and having to wait to go for a walk or begin an activity is difficult. Most parents understand that if we are going to finger paint, for example, having to stop and take a child in for drop off once the activity is already underway is not only tough but dangerous to the other kids since my eyes are no longer directly supervising the activity.

As far as explaining contracted hours I tell my parents that it is vital that I have their contracted hours so that I can maximize my day. Make plans, schedule appts and make use of my day in the best way possible. If I know I only have 4 kids scheduled at a specific time, I make snack or activity plans accordingly. Parents also need to understand that if they are using 8 hours of care then they are billed differently than someone who uses say 10 hours per day.

I usually avoid having to explain to parents the whole long out explanations but if they do ask, I simply say this is what I have found works best for my business so this is how I do it.

Hope that helps answer your questions.

[jokalima]

It does help, thanks a lot.

[jokalima]

Still working on handbook... what would be the # of late pick ups allowed before suspending or terminating a child?

[Blackcat31]

Originally Posted by jokalima

Still working on handbook... what would be the # of late pick ups allowed before suspending or terminating a child?

My policies say consistent late pick ups are ground for termination (that way I can leave it to each individual family or situation and decide based on my relationship with them). So I assign no actual number before I term.

What I do instead is make the fee for each time more. First late pick up is $1.00 per minute, second late pick up fee is $2.00 per minute and etc etc.....

Using the increasing fee is a good way to really discourage late pick ups.

[Abigail]

Originally Posted by jokalima

Sorry if the questions sound silly but I really want to be sure of what to say.

If a parent asks why I don't receive children after 9:30 what would be the reason for an in home day care? And also, if they ask why the hours of care provided are based on their schedule, what should I say?

Thanks

I don't put times on limits in my handbook, that is for a contract and really it would change from case to case so I would leave if for discussion. Before someone tours my home I already know their hours and they've already been told a rate so we should all be on the same page. I use to take someone at 10:15 am and it was fine except nap time took an extra 30 minutes before this child fell asleep. Now their schedule changed and they're the first one here in the morning....it all works out in the end!

If they ask why the hours of care are based on their schedule tell them you do not offer open-close pickup and dropoff at whatever time they choose. You do contracted hours so you can plan your day. Simple as that! Some parents just don't know. My friend who works at a daycare said she would never bring her kid to a daycare that was contracted hours, BUT the daycare she works at is a drop-off-your-kid-anytime between 6 am and pickup by 5:30 pm. It is fine in a center where you can send home employees or call some in on busy days, but not in a home daycare where you only have 1 sometimes 2 people. You don't have the flexibility to earn more income on the drop of a dime for more kids or a choice to send someone home from work when the workload is lighter. KWIM?

[jokalima]

Another question,

I charge 145.00 for infants and 140.00 for 2+, I really want to charge 175.00 to be at the same rate that the other providers in my area. My contract says I can't raise up my fees more than 15.00 a week, so obviously with them I can't get what I want/need. So I am going to raise the 140 to 155 and the 145 to 160, the 160 family's child turns 2 in a couple of months, should I the give them the same rate of 155 that the other family is going to have or leave them @ 160.00?
I also had an interview a couple of weeks ago with a mom, I told her I would charge her 186.00 for her 2 kids part time 3 days a week, I completely regret doing that and just before my changes, what should I do about that? They have not started yet, she wants to visit with the kids before making a decision and I just don't know what to tell her because honestly IDK if that price is going to work.

Also, i am not insured, does anyone knows about how much does it cost to have DC insurance?

[Blackcat31]

Originally Posted by jokalima

Another question,

I charge 145.00 for infants and 140.00 for 2+, I really want to charge 175.00 to be at the same rate that the other providers in my area. My contract says I can't raise up my fees more than 15.00 a week, so obviously with them I can't get what I want/need. So I am going to raise the 140 to 155 and the 145 to 160, the 160 family's child turns 2 in a couple of months, should I the give them the same rate of 155 that the other family is going to have or leave them @ 160.00?

I would raise their rate to the rate you now WANT to charge. I would also remove that part about not being able to raise the rates more than $15 per week. That is a nice concept but you are already seeing how it is not working for you.

I also had an interview a couple of weeks ago with a mom, I told her I would charge her 186.00 for her 2 kids part time 3 days a week, I completely regret doing that and just before my changes, what should I do about that? They have not started yet, she wants to visit with the kids before making a decision and I just don't know what to tell her because honestly IDK if that price is going to work.

I would call that mom back and let her know that you were wrong about the rate you quoted her and then give her the correct rate and tell her if she is still interested, to cal you or let you know. Just because you said something to an interviewing mom doesn't mean it is set in stone. You can always go back and change it. Tell her you weren't thinking or that you mis-quoted. It happens. You are human. Give her the rate you want to charge.
Also, i am not insured, does anyone knows about how much does it cost to have DC insurance?

I answered in bold above.

Here is a link to where I get child care liability insurance. Pretty reasonable I think: http://acainc.org/insurance_family.html

[jokalima]

Well thank you again, you do help a lot

The insurance apparently does not cover staff, do you know if for me to hire I need to have workers comp. insurance or the house insurance will do? Sorry again for all the ???????????????????

[jokalima]

What do you gues think about this? Is it to much for part time?


• Full time care: $160.00 per week or $32.00 per day
• Partial week care : 45.00 per day

[Blackcat31]

Originally Posted by jokalima

Well thank you again, you do help a lot

The insurance apparently does not cover staff, do you know if for me to hire I need to have workers comp. insurance or the house insurance will do? Sorry again for all the ???????????????????

I don't know about the workers comp or house insurance.....you might have to call you agent and ask them.

Originally Posted by jokalima

What do you gues think about this? Is it to much for part time?


• Full time care: $160.00 per week or $32.00 per day
• Partial week care : 45.00 per day

I think that is a good way to go. I personally, think part time care should always be 1.5 times your full time rate. Atleast that is the norm around here.

[jokalima]

Do you think is ok to add this in my HB?

Back Up care: Day Care Centers do not help parents look for back up cares for the days they are closed, in family home day care it should not be any diffeent, therefore it is the parents responsiblity to have a back up plan for emergency situations and for provider vacation time, At times, if possible I will try to help you with this matter but it is ultimately your obligation to have this set up to avoid further inconveniences.

[jokalima]

Originally Posted by jokalima

Do you think is ok to add this in my HB?

Back Up care: Day Care Centers do not help parents look for back up cares for the days they are closed, in family home day care it should not be any diffeent, therefore it is the parents responsiblity to have a back up plan for emergency situations and for provider vacation time, At times, if possible I will try to help you with this matter but it is ultimately your obligation to have this set up to avoid further inconveniences.

LOL I am waiting to see what you gues think about this to see if I can finish my HB, really don't know if adding this would be out of place so please let me know what you think?

[Blackcat31]

Originally Posted by jokalima

Do you think is ok to add this in my HB?

Back Up care: Day Care Centers do not help parents look for back up cares for the days they are closed, in family home day care it should not be any diffeent, therefore it is the parents responsiblity to have a back up plan for emergency situations and for provider vacation time, At times, if possible I will try to help you with this matter but it is ultimately your obligation to have this set up to avoid further inconveniences.

I would definitely include it in your PHB as it is something that does need to be addressed and having it in writing your PHB clears up any misconception to the contrary.

I have something similar in mine stating it is the parents responsibilty to have back up care in the event that my child care services are not available to them. (I personaly would NOT offer to assist parents in finding alternate child care as it will probably be an expected service as time goes on. But that is just me. If they ask if I know anyone, I would tell them, but I wouldn't put it in writting.)

Keep in mind the less you put in your handbook means the more you will have to say/tell parents when the situation arises.

[jokalima]

Thanks, I can take that part out then, where it says about me trying to help them.

Thanks a lot

[DaycareProvider]

Black Cat, is it possible to read your version? My contract is only 2 pages long and I KNOW I'm missing a few things. I was hoping to pick up a couple of ideas from an experienced provider like yourself.

[Blackcat31]

Originally Posted by DaycareProvider

Black Cat, is it possible to read your version? My contract is only 2 pages long and I KNOW I'm missing a few things. I was hoping to pick up a couple of ideas from an experienced provider like yourself.

I PM'ed you

[jokalima]

Hi,

Just wanted to say that I finally gave my new HB last week with the rate increase as well. No problem, all the parents said it was ok and sign it. Oh and the best part is not one late pick up after I gave the new HB. Thanks to all that shared their HB with me, and to those that gave me advise on how to make a better one.

[Blackcat31]

Originally Posted by jokalima

Hi,

Just wanted to say that I finally gave my new HB last week with the rate increase as well. No problem, all the parents said it was ok and sign it. Oh and the best part is not one late pick up after I gave the new HB. Thanks to all that shared their HB with me, and to those that gave me advise on how to make a better one.

That is fantastic! Very happy for you!

[MamaBearCanada]

BlackCat,

If you wouldn't mind I would also like to read your contract/handbook. I run a small home daycare in Canada and I'm sure there are several issues I haven't considered covering. I'll PM you my email address... if I can work out how to do it!

Thanks.

[Truly Scrumptious]

Tom Copeland has a great Contracts and Policies book. It's very helpful. He will tell you that your contract should be separate from your policy and that the contract deals only with time and money and the policies deal with everything else.
He also tells providers that parents should always be required to give a 2 weeks written notice, but not providers. Providers can terminate AT WILL!
Go to Read Leaf Press to find it and if you go to the NAFCC Website you can join one his webinars. If you have any questions, he will even speak with you personally.

[Nickel]

Love love love reading all the advice and ideas on this thread. Black cat, can you PM me so I can give you me email. Would love to read your handbook as well!

I was considering modifying the handbook I received when I was thinking about putting my child in daycare. I haven't read all the way through it yet, but I'm thinking I can modify it to fit my needs with all the advice found here.

And I read on someones about giving the family 5 sick days per year. I thought that was a great idea. and after that they would pay for any days they missed. When your families take vacations, do you all charge them 100%, 50% or 0% I was thinking of giving them 2 weeks per year at 50% to hold the spot...

And how many of you all charge BEFORE services? I was thinking of charging two weeks of care as the deposit and then letting the families decide if they want to pay weekly, semimonthly or monthly. So the weekly rate would be x amount the semimonthly rate would be weekly rate x 52(weeks) divided by 24 payments and the monthly rate would be weekly rate x 52 divided by 12. Would this eliminate problems? I mean I guess people could always pay every other week as well, but since I'll most likely be accepting military I think that works out easier for everyone. So in that case, do you charge the whole amount up front? Like if they want to pay monthly do you charge an entire month up front, or would you just do the two week deposit and then they pay the entire month after those two weeks are up? I think I'm confusing myself here... sorry if i hijacked the thread!!! t.i.a

[daycaremama2]

i cant see the handbook-- i need to make one, help please!

[texascare]

coud you send me one too Blackcat31?

[WDW]

Anyone want to share their handbook with me? I am updating mine and getting a few new families soon.. want to make sure I get it right this time

[daycarediva]

http://jessicasfamilychildcare-com.webs.com/

my handbook is on my (work in progress) website.

Funny how ONE family pretty much made all of those 'rules'

[coolconfidentme]

Originally Posted by countrymom

parent hand book/contracts

I've been searching for 2 hours now and some of the threads don't have contract stuff just people talking about it, I need stuff that is put in it. And this also seems like a common question

My handbook can be found on my FaceBook page: https://www.facebook.com/notes/a-to-...79312038848931

(Theft is the highest form of flattery!)

[Chatter Box]

Those of you who can't post it here, just a suggestion (cause personally I would love to see them myself), but google has a place you can store your documents online. If you sign up for a gmail account there is a link at the top when you log in that says "Drive" you can just upload them and share the links here. It would be easier than emailing them individually and a time saver for us. It would be nice to see them for sure! Blackcat I would love it if you would email me yours since everyone is raving over it. I will pm you my email address.

I have a pretty thorough one but would love to see if I'm missing anything. I also need to see how you split up your contract vs your handbook because I am greatly struggling with that part specifically. ...and of course I have an interview coming tomorrow!

[Magic]

I just had to rewrite my contract after I got ripped off for 1,300
the contract is only as good as you ( me ) standing up to it
I am a bleeding heart and well ...it has cost me
one thing I did do was have at the bottom of each page in contract / policies was date and signed by both parties
I have an introduction , displine, and enrollment info on other pages seprate from the contract
I am going to try to attach it ..when rewriting mine I wish this thread was up for man I needed help and I see some others that I would of used a couple ideas from

[apick]

So I'm a newbie provider, only been up and running for 4.5 months and just got my first child that I think will actually stick around. I used the book "From Babysitter to Business Owner" to outline my handbook and it's absolutely fantastic!! I "borrowed" my enrollment form from a daycare center I found online and then just changed it for myself. If you're looking for examples of handbooks, contracts or just any forms in general, visit www.thedaycarelady.com. There is thousands of forms on her site and they're all free!! I took multiple versions of contracts on there and then made one that I liked best for myself. My contact is at the end of my parent handbook. I would love feedback from you more experienced ladies since I'm so new at this! Luckily I have a degree in business so the forms and polices part was kind of easy, at least getting them on paper...we will see how I do in enforcing them lol!
If you have any other tips for a newbie I would love them!! Thanks!!

[JLH]

I would tell her those spots are no longer available and turn her away. Another idea would be to tell her that to keep your rates comparable to others in your area, you recently implemented a rate increase to all daycare families, new and old, and you now have new rates she would have to agree to before enrolling.

[JLH]

I use State Farm Insurance and pay about $25 a month. It covers renters insurance on a home with a daycare clause.

[*Sunshine*]

This is great info! I'm glad I stumbled across this forum! I am enrolled to take all the classes I need to become a registered family child care home. I'm trying to learn as much as I can

[Olechka]

enrollment
discipline
drop in
visitor
___
sanitation
feeding
food
sick
immunization
Administering Medication
allergies
Mandated Reporting
Medical emergency
first aid
___
emergency
evacuations
inspections
fire
Carbon Monoxide Detectors, Smoke Detectors and Fire Extinguishers
Pesticide Application
Safety

___
Communication
confidentiality
discrimination
___
trip
Transportation
swimming
___

Napping
Toileting
employment
cameras
Parent Involvement
telephone (i.e. blocking numbers on the daycare's telephone)
__________What to inform parents__________
Drop in
Discipline
Sick (i.e. what child is considered too sick to remain in your care, exclusion).
Immunizations
Medication
Meals
Feeding (i.e. should parents provide formula instructions).
First aid
Schedule (meal/snack time, nap time, indoor play, outdoor play).
Cameras (if you have surveillance)
Anything else required by law

[hshomedaycare]

I am having an issue with one of my families. I ask that if one of your children is sick with symptoms not permitted in the daycare then all siblings should stay home as well. What does everyone else do? Also, I ask that if one sibling goes home sick then all other siblings should go home as well at that time. Again, what does everyone else do?