National Network for Child Care's Connections
Newsletter
Nancy Morse, M.A.
Instructor
Human Development and Family Studies
Parkland College, Champaign, Illinois
Copyright/Access Information
Contracts sound so formal. Some providers think that only big
businesses need contracts. "Not for me," they say. "I
only care for four children. Why bother?" You have a contract,
though, if you have talked with a parent and she has agreed to
pay you. It is a legal contract even though its not on paper.
Its a good idea to have a written contract. There is less chance
for misunderstanding if information is clearly stated and agreed
to by parents. Some providers also give parents brochures or a
handbook outlining what is expected. This, too, helps to reduce
misunderstandings with parents. Parents also can see that you
are a professional. They gain respect for you because they see
that you understand all that is involved in caring for their child.
WHAT SHOULD I INCLUDE IN A BROCHURE OR HANDBOOK? There
are many things parents need to know about your day care business.
Many providers prefer to put this information in a brochure or
handbook, rather than in a contract. Parents do not always remember
everything you told them during the initial interview. Giving
parents a brochure or handbook with the main points will allow
them to go over the information later.
Guidelines and procedures listed in the brochure or handbook should
reflect your home and explain the way you deal with children and
families. State the days and hours you are open, the rates you
charge, and the meals you serve. Include special information about
feeding infants. Tell parents your ideas about children and what
they need. Explain what types of activities you will offer. Talk
about how you will guide and discipline children. How do you handle
toilet training? What do you do if one child hits another child?
This information is helpful for parents. It also shows you care
and know about children. Some of this information, such as hours
and fees, may also be included in your contract. The advantage
of also listing it in a handbook or brochure is that you can go
into more detail. You can explain why a policy exists in addition
to saying what the policy is. Often there is not enough room for
this detail on the contract form.
Also spell out what you expect of parents. State that you expect
to be paid on time and that children should be picked up on time.
Tell parents if you want them to send extra clothes. Tell them
if children are allowed to bring toys and food. If there are other
ways you expect parents to support your program, let them know.
Explain your policies about sick children and giving medicine.
Tell parents if you expect to be paid when children are absent.
You may be able to suggest substitutes for days when you are sick
or on vacation. Talk about what you will do if the child care
arrangement is not working.
WHAT SHOULD I INCLUDE IN THE CONTRACT? The contract should
list the most important information you want parents to know.
This will include things that you as a provider promise to provide
(for example, care during certain hours and meals included) as
well as what you expect from the parent (payment of a specified
fee by a certain date).
The contract does not have to be written in legal language. Just
write down what you need to say. Sample contracts can be obtained
from many sources. Contact your local child care regulating agency,
resource and referral agency, or family day care association for
sample contracts. Standard contract forms can also be ordered
from companies such as Toys 'N Things Press. Sign and date the
contract, and have the parents do the same.
IS IT TOO LATE TO START USING CONTRACTS? Not at all! Contracts
are a good idea for new parents and for parents who are already
using your service. Tell the parents why you are doing this, and
assure them that the contract will not change things. It will
just make your arrangement more official. If you are changing
your guidelines in any way, discuss these differences with the
parents.
CAN I CHANGE MY CONTRACT? Contracts and handbooks can be
changed as your needs change. Read your contract and handbook
at least once a year to see that they are still accurate. Make
any changes needed and distribute the information to parents.
Ask parents to sign the new contract if you have made changes.
This shows that they have been informed of and agree with these
changes.