Having a foolproof, comprehensive contract in place is a vital aspect of your day care business.
Spending some time on this crucial document should be one of your high priorities.
Speaking from painful experience, much potential grief and gnashing of teeth can be avoided by having a well crafted contract.
Quite simply, your day care contract should indicate to parents what you do, how you do it, who you are, your expectations in terms of their behaviour and how you deal with transgressions and complaints- essentially you are setting out your terms, conditions, procedures, rules and policies in a clear and concise manner.
Nothing should be left to chance or misinterpretation and gray areas should be non existent.
So, how do I get started, I hear you moan, and what should even be in this epic document? It just so happens that, through much trial, error and ongoing learning during my many years of running a day care I have a fairly good idea of the stuff you need to cover.
I'll throw you a few hints and tips to get you started but you'll need to build and personalize your own contract.
Sorry, you will have to do a bit of work...
now, get that note pad out!! I would suggest starting, at the beginning (strangely enough) where you can wax lyrical about your mission statement and ethos generally.
Follow that with all aspects of the enrollment process i.
e.
what forms must be completed, exact hours/days that care will be provided, supplies parents must bring, details of your trial period (sometimes things just don't work out) and cover your termination policy (if you kick my cat on your way in you're outta here!).
You would be amazed how much incredibly important stuff is often glossed over so be sure and include your opening hours, late collection penalties, what dates you close, total number of children allowed, ratios of staff to child, insurance and license details.
Launch from here into your payment policy and really go into the nitty gritty detail so there is no misunderstanding: How much, when it's due, what happens when one or other party takes a vacation, how and who to pay (you'd be surprised), your policy on late fees (a potentially very destructive element in the day care/parent dynamic if not addressed from the outset), your reservations/deposits procedure and rate increase policy.
I have what I call my 'rambling section' where I rattle on about general stuff such as the different programs we offer, meals information, advice on drop off/pick up/settling in procedures (please don't parachute your child in!), diaper changing routine and a few lines where I beg parents not to bring toys in from home!! I include my behaviour policy where I document what actions I will take in specific situations plus..
..
what I don't do (duct taping a child to a chair is not really an option!).
Parent and provider cooperation is emphasized in the toilet training policy right down to what clothing should be worn (having your child run around naked doing the business at home is one thing...
large groups of toilet training toddlers is quite another!).
Illness is a problematic area of recurring issues and problems.
Your health and illness policy should state clearly exactly what you will do given specific signs and symptoms.
Ultimately, a sick child needs to go home and you cannot have a contagious child in your day care.
The sign over the door does not read 'Hospital'.
Have a specific time frame within which a child must be collected once you have contacted the parents and insist that it be respected.
Your medication administration policy (both prescribed and non prescribed) including all relevant forms could be covered next.
Let parents know what your preferred method of communication regarding their children is whether a casual chat each evening, individual daily written reports or a small note book with daily comments.
Should they require a more in depth discussion reassure them that, while you may be busy they are welcome to make an appointment for a sit down meeting.
I have found annual parent/teacher meetings a very effective way to keep everyone up to speed.
And that's it! Your day care contract in a nutshell...
cheeky grin.
Quite frankly, there is a lot to consider and as your business evolves so will this organic document.
You will amend your paperwork on an ongoing basis as needed.
I hope my article has been a little helpful in getting you a tad closer to formulating your own contract.
Both you and your day care can only benefit from a well designed contract and though there will be tear your hair out days your formidable contract should help to minimize them.