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What to consider having in Daycare Service Contract
• Hours of Care being committed to ~ days of week, hours of day
• Security Deposit ~ how much is it and is it non refundable or refundable under what circumstances such as two weeks written notice and so forth.
• Fees ~ exact amount of fees due each week
• Payment schedule ~ how often do they pay and when fees are due
• How late fees, NSF and other poor behaviour on part of client is handled
• Fee polices around closures for stats, vacation and your sick days or family emergency or inclement weather of acts of nature beyond your control (no power, water, heat) and do clients still pay those days
• Fee polices around if the client is absent ~ do they pay for sick days or absences
• Contract changes ~ how often is it reviewed, subject to change, resigned and so forth and what procedures and notice will be in place for those times.
• Termination of contract by either party ~ how much notice and what behaviours will warrant NO notice!
What to consider having in a Handbook or directly in the contract
Mission Statement ~ purpose of your business
Philosophy / Curriculum ~ how you feel children learn best and what the program will entail
Progress & Developmental Milestones ~ how will you reflect that the program is meeting the children’s needs, what tools or resources will be used?
Hours of Operation ~ days of week, hours per day, ongoing or consistent closures, how much vacation is planned for provider and so forth?
Fee Payment Policies ~ this is a place you can explain in more detail the contract obligations if you want to keep your contract short and sweet
• Security Deposit
• Program Fees & Vacation Policies
• Payment Options
• Tax Receipts
• Withdrawal / Changes of Care Required
• Late Pick-up Policy
Custody Arrangements ~ how does the program deal with separated parents and what are the expected behaviours of clients with this
What to Expect upon Enrollment
• Registration Procedures ~ what information is required for registration
• Orientation ~ how are new children ‘introduced’ to the program
• First Day Checklist of things you expect to be on hand at all times for all the seasons
• Arrival / Departure Procedure ~ what are expectations during this time
• Release Procedures ~ who can the child be ‘released to’ should be clear and in writing how it will be handled specially if someone else shows up like a grandparent or something.
Supervision Procedures ~ a little blurb to make it clear if children cannot always be in your direct line of vision what is used to assist with supervision ~ aka monitors. If older children are allowed to be left ‘alone’ in a play area and so forth.
Nutrition
• Meals, Snacks and Beverages Provided
• Birthdays and other Special Occasions
Personal Belongings
• Clothing
• Personal Possessions
• Soothers / Bottles
• Lost & Found
Physical Activity Philosophy ~ how often do you engage in gross motor activity and outdoor play. As well as Inclement Weather Determination ~ under what circumstances do you NOT go outside?
Washroom Routine
• Diapering
• Toilet Training
Health & Safety
• Immunization ~ is it required, what records do you want on file, can they attend after having just been immunized
• Communicable Illnesses ~ what symptoms are they NOT allowed to be care with
• Illness while in program ~ how is this handled
• Emergency Medical Care ~ calling 911 who pays for it and clarity that the child will be sent ALONE in the ambulance as you have other children
• Medication ~ will you give it and if so under what circumstances
• Safety Awareness ~ rules for your house around safety
• Fire Drills ~ are they done, how often, is a plan posted, will parents be expected to participate on occasion and so forth
Providing a Positive Learning Environment
• Guiding Positive Behaviour ~ how do you deal with misbehaviour?
• Code of Conduct ~ what behaviours are grounds for immediate termination from program?
Communication ~ how is communication between client and provider to be handled if there is a concern or conflict ... in writing, verbally, at pick up or drop off or with an appointment and so forth? Does the program have a monthly calendar or newsletter to share info with clients?
Privacy of Information ~ how are personal information and records on clients handled?
• Collecting and Sharing of Information ~ who will you share info with and under what circumstances is extra permission required ... aka you can and will share information with collections agency if needed as well as if required by CAS, the Ministry of Education or Canada Revenue as part of an audit without additional permission however any other 3rd party will require ‘consent to release’.
• Ensuring Accuracy ~ how often will your records need to be updated by clients?
• Retention of Records ~ how long will you keep them (aka contacts need to be kept 7 years for tax purposes other records like accident reports or what not might be kept longer in case you ever get ‘sued’ down the line cause some client decides that little Johnny’s scrapped knee was really something more.
• Disposing of Records ~ how will records be disposed of?
