My contract says that after 3 consecutive months attending daycare they are eligible for 2 tuition-free vacation weeks per childcare year. More than 2 weeks vacation you get 50% discount,14 days written notice are needed to receive these discounts.

After a year of advertising and lots of interviews I finally enrolled a set of siblings. They have been here for about 2 months, no problems, everyone's happy. Always paid on time, no lateness etc. children are good. Yesterday DCM said they are going away for vacation for 6 weeks but did not want to pay. I said that she's under contract and reminded her of the above. She said that could she withdraw then re-register in July because she definitely wants to come back.

Obviously I have not been in this situation before and was taken aback, but I did agree with her that technically she could do that. So today she gave her 2 weeks notice.

My husband said I shouldn't charge people when they are not here. I tried to explain that's what providers usually do this so we don't lose money. His reply is that, I could potentially have lost that client and its not like I'm full at the moment or have a waitlist. All true. They are my only enrollment.

What do you all think? What can I change to prevent loopholes? Or should I follow my huband's advice?

Thanks in advance.

Reply

I know you've struggled to get enrollments, but I wouldn't have any spots open for this dcm when they come back. Why should she expect your income to be put on hold just because they've decided to take an extended vacation? I would consider it only if this was an awesome family who wasn't trying to find loopholes in my contract BUT I would make them pay at least 50%.

For this dcm, no way. She's put in her two weeks notice so she can go elsewhere.

Reply

Just wanted to add that if you cave on this, she will ALWAYS be looking for loopholes.

Reply

I know this may not help you now, but maybe in the future. Or maybe you will feel that you can call this family back; that's obviously up to you.

Years ago I interviewed a family who turned out to be one of my favorite families ever. I am friends with them now, many years later.
But at the interview they basically told me how they would attempt to circumvent one of my policies in a way that would hurt me financially.

I just honestly told them, not angrily, not emotionally, why I had that policy in place, and how it would do harm to me if they did what they proposed, and that if they had enrolled and then done this, it would have harmed our relationship and my trust in them irretrievably.

I think that many people who look at FCC for their child(ren) have an attraction to the relationships that we are able to develop. They understand it on some level, though they may not always understand the ways in which they can ruin the relationship.

By telling them "the real deal", I showed them how I operate - fair and honest and above-board, no surprises. They valued that and chose me as their child care provider because of our conversation. I trusted that they would not circumvent my policy, and they did not. I never regretted accepting them into my child care and now we are friends because we really do have the same values.

Reply

What should you change? Stop giving free days for vacations, and make them pay for the spot that they are using whether they attend or not. If they want to keep the spot in your child care, they pay for it. The more you give them (2 weeks free, additional at 50%), the more they will try to negotiate with you. Keep it simple, and it will be simple.

I would work my butt off to have those spaces filled before they return. They screwed you over-no way would I let them back.

Reply

I will disagree with @craftymissbeth. IMO, your husband's advice makes sense. If you were full, it would make sense to take action the way you did. However, since they are your only enrollment, and it doesn't seem like you will be full anytime soon, you passed up the opportunity to build some loyalty by "working with them" even though you are the only one that knows your situation. Think supply and demand.

Reply

I'll agree with this. Normally I say stick to the policy, but you really don't have any clients. Word of mouth when starting out is huge and I find parents don't want their kids to be your guinea pig. The best way to get kids in your care, is to have kids in your care, KWIM?

So "work" with the mom but don't ever forget that she has shown you who she is - and you need to believe it (RIP Dr. Angelou!). USE HER! Have her write a glowing reference, sing your praises, recommend you, etc. Interview *while* you have her happy, well behaved kids in your care. FILL YOUR SPOTS! Then you can decide if you want to keep this family, or not.

Good Luck!

Reply

I would not give free vacaton weeks in my contract. I would look at the circumstance and decide if I wanted to hold a spot.In my program if you are here in April then you pay for my summer vacation.I take two weeks one July 4th week and one first week of August. I also charge a holding fee of 2 weeks plus a a week fee all are non returnable if they end up not coming. I think the parent is taking her chances and hopes you will have the space.I would say nothing now and try to fill up those spots.If they are available when she needs them I would raise the rate a little and take some paid vacation and Holidays for next year. We are the bosses of our programs and one thing I learned in almost 30 yrs they(parents)are going to try to get what they want..I hope you have not offered sibling discount.Hope you fill your spots and there is no room for them when she wants it.I however would not turn away if I needed the income when she is ready to return.Raise rate and add paid holidays .Nan

Reply

I think I''d cross my fingers that another client came along in the meantime and I didn't have room for them when they wanted to come back. That just seems rude to me. My families pay whether they are here or not. I can't survive otherwise. The only time they don't pay is when I am on vacation or closed.

Reply

That's a tough one. A year is a long time to go without children and they are a good fit otherwise. I would have felt insulted when she said that technically she can withdraw and then re-enroll. I think I would have said I would think about it at that point. You never have to give an answer right away.

The only thing is that by letting her re-enroll you are losing 4 weeks of a 50% tuition payment per week per your contract. Plus she is WRONG that she can technically re-enroll. That is ONLY if you have openings and maybe you won't (either because you took on other clients or you just don't want them back). Just because there is a space open doesn't mean you have to give it to them.

I 'have' changed my mind when I felt I acted too quickly without thinking something through. I told a client after thinking about something that I realized it was really unfair to me so I am going to change my mind and then they can decide what they want to do.

In this case, I think I would say that I shouldn't have told them they could re-enroll and have changed my mind. I would say that since I messed up that I would let them not wait 3 months but rather the 2 and follow my vacation policy otherwise but this is a one time favor. That way they would have to pay you at least the 50% for those 4 weeks. Tell them if they don't want to do that then you cannot guarantee that the spots will be there when they return. You have no guarantee they will even be back after the vacation. Let me tell you, after 20 years of this, those things DO happen.

I think that is very fair. That said, I do give two weeks free vacation to parents but I wouldn't do the 50% after that. That isn't fair to you.

Laurel

Reply

I feel your pain. I have been open 8 mos and still only have two ft dcks. I set up a summer part time preschool class just to make a few extra bucks. And I pay rent for my space. So with that said, my parents pay for every week of the year for dc unless I am ill or I have an issue w my space which forces me to close. If one of my parents did this I prob would agree to have them back IF I still have two places left when they want to come back. But I definitely would not save those spaces for them. I would try my darnest to have two spaces filled.

Reply

How rude of her. I would attempt to fill the spaces but if I couldn't then I would, unfortunately, take them back as well fully anticipating that she would try this again in the future.

I did work with a family who wanted to do this once. They withdrew for 6 weeks to "save money" meanwhile my own family suffered a $1200 loss when we really needed it. I thought it was a one time favor. They did not. They attempted to do the same thing again and this time I would not budge. We ended up bartering a deal because I was going to take them to court if they weren't going to uphold their end of the contract (paid 2 weeks notice). After their "free child care" ran out at the end of the barter deal they submitted notice again. I told them I filled their spots before they were truly filled at that point. We are on good terms, still, but I think it was quite a shocker in the end that I wouldn't just keep spots available for free.

Reply

"Sure, I will have a spot for you when you re-enroll if it doesn't fill, but your tuition will be $X per week at that time from then on, increased to reflect the loss of income from the 6 weeks you are gone and to deter circumvention of policies in the future."

Reply

This right here is the reason I WOULD NOT let them re-enroll!

You don't want the word of mouth going around "Oh go to xxxx daycare. She gives in easily and you can take a break and re enroll when you want to so you don't have to abide by the contract"

Call her back and tell her after rethinking you've decided to follow your vacation policy, allowing it now instead of at 3 months (like the others suggested)

You bend one rule they will expect more, I guarantee it!

Reply

While this makes sense, I disagree with the part about being full or not.

NONE of the rules and policies I enforce with clients has anything to do with the fact I have or don't have other kids.

Each parent is expected to abide by my policies (which they agreed by signing my contract) because it is an agreement between me and them. Not between me and everyone else or only enforceable IF I have other families enrolled...kwim?

Reply

Apparently when I wrote this last night I was not feeling very forgiving

While I do still feel like this is such a rude way for the family to handle the situation, I do understand all sides of this. They need to save money any way they can and just like with any other business, customers are going to try to find the cheapest option they can. I get that.

I also TOTALLY understand having to keep families just because you need the money. Fortunately, you've said that this is otherwise a great family, so I'm sure something can be figured out. Maybe they just don't understand how difficult the loss of income will be for you. Maybe they don't understand that if they do this to their provider then there's a good chance that their provider may need to close up and work outside the home. I think parents just don't understand so we need to tell them.


Sorry you've been put in such a tough situation. I still wouldn't want them back, though.

Reply

This is really one of those issues where there are many "right" answers.
I think we've all been at that place when starting out where we've done things to get/keep clients that we no longer do (later hours, unpaid time off, etc) just because she allows it this time doesn't mean it always has to be that way. I have NO problems telling a client "I used to do x,y, or z but found it didn't work out well so I no longer do it."

She has had two clients in a *year.* There does have to be some give and take *initally* to get those people in the door.
Then decide if you want to keep those older clients...

Reply

Signmeup, you've peaked my curiosity. What was the policy they pointed out that could harm you financially?

Reply

I agree... I wouldn't shut the door to these clients completely, but I would work as hard as I could to get some new ones in. If their vacation time is over and there are still openings, welcome them back. There is nothing wrong with telling them some policies have changed at that time and I'd definitely consider raising the rate a bit.

Something similar happened to me when a dcm took a 7 week maternity leave. When she failed to inquire about the rate for the 3rd child until just before returning, I did take that opportunity to raise my rates a small amount. I hope it works out for you!

Reply

You are right Crafty.... THAT attitude right there (above bolded) plays a HUGE role in how I would personally handle this situation.

Other clients or not, just the attitude from mom about how she can work her way around policies would be enough for me to NOT want to work anything out with them.

I would rather starve than provide services to someone who does not value me or the services I offer.

Reply

Wednesday, I can't remember specifically. Whatever it was, I'm sure I tweaked my policy after that to eliminate the loophole!
I have all part-timers, so it was probably something to do with that. Changing days or switching days to avoid paying for holidays, something like that.

Reply

while they are gone re write your contract. IF you want to give them 2 weeks vacation fine but raise your rates to cover that amount and save it. If you are not going to charge when not there then raise the rates to make up for it... YOU need to be able to pay your bills. I assume you are doing childcare as a business and not a hobby so you need an income...

Is she a teacher so she can take off 6 weeks in the summer ?? Then plan for that and have a teachers contract . They do not pay in the summer BUT The pay a higher rate the rest of the year..

So nicely tell her This vacation is pretty much putting you out of business. Give me a call when you get back but I will be making changes to my rates and policies during that time.

Reply

Reply

Personally if I liked the family and they followed all of my policies, I would let them put in a two week notice and come back in the 6 weeks, but would tell them that I would be actively looking to fill the spots so they may or may not have a spot available when they return.
I only give one vacation a year to families and the rest they have to pay in full.

Reply