Daycare Policy Statement - Template, Sample Form Online Pro · US-law

DAYCARE POLICY
________

State of ________

RECITALS:

A. This Daycare Policy (the “Policy”) is made effective as of ________.

B. This Policy sets forth the terms, conditions, procedures, and expectations governing the daycare operation conducted by ________ (the “Daycare”), located at ________, operating under license number ________ issued by the applicable state licensing authority.

C. This Policy is incorporated by reference into, and forms an integral part of, the Daycare Contract executed between the Daycare and each Guardian.

The Daycare shall operate according to the following terms:

§ I. KEY TERMS AND DEFINITIONS.

1. The following defined terms shall have the meanings set forth below wherever they appear in this Policy:

-- Age-Appropriate: Activities, toys, and equipment that are suitable for a child’s developmental stage and age range.

-- Age Group: The specific age range of children that the Daycare is licensed to care for.

-- Attendance: The actual presence of a child in the Daycare on a given day.

-- Childcare Provider: A person who provides care for children in a daycare setting by attending to children’s physical, emotional, and social needs.

-- Daily Schedule: A plan outlining the activities and routines for the day, including meal times, nap times, and educational activities.

-- Drop-Off/Pick-Up Procedures: The policies and procedures governing how children are dropped off and picked up from the Daycare.

-- Emergency Contact: A person designated by the child’s Guardian who may be contacted in case of an emergency.

-- Fees and Payment: The costs associated with daycare services, including rates charged, payment schedules, and late fees.

-- Guardian: A child’s parent or legal guardian who is responsible for the child’s well-being and care.

-- Termination: The circumstances under which the Daycare may terminate services for a child or family.

§ II. PERSONNEL BACKGROUND AND QUALIFICATIONS.

2. Child care shall be provided by the following individual(s) possessing the following qualifications:

-- ________:

________

3. All providers and staff have satisfactorily completed the criminal background checks, fingerprinting, and child abuse and neglect registry clearances required by applicable state law prior to assuming care responsibilities.

§ III. AGE AND NUMBER OF CHILDREN ACCEPTED.

4. The Daycare shall care for a maximum of ________ children. This number is based on the indoor and outdoor square footage of the Daycare facility, as well as the number of childcare providers on staff, in accordance with applicable state licensing requirements.

5. The Daycare provides care to children between the ages of ________ and ________.

6. In order to provide quality child care services, the Daycare has established limits on the number of children in each age group as follows:

________

7. The Daycare strictly complies with all child care regulations regarding child-to-staff ratios in the State of ________.

§ IV. HOURS OF OPERATION.

8. The Daycare shall accept children from ________ to ________ on the following days: ________.

9. Drop-in care is available from ________ to ________ on the following days: ________.

10. The following additional hours of child care may be available on occasion through special arrangement with appropriate advance notice:

-- Weekends

-- Evenings

§ V. FEES.

11. Daycare fees are based strictly on the scheduled hours of contracted child care services.

12. Fees for full-time child care:

-- Child care fees for full-time prescheduled child care are $________ (________) per hour of child care provided, to be itemized in a detailed invoice provided to the Guardian from the Daycare.

-- A child must attend the Daycare for at least the following amount of time per predetermined period to be considered full-time: ________.

13. Fees for part-time child care:

-- Child care fees for part-time prescheduled child care are $________ (________) per hour of child care provided, to be itemized in a detailed invoice provided to the Guardian from the Daycare.

-- A child must attend the Daycare for less than the following amount of time per predetermined period to be considered part-time: ________.

14. Fees for unscheduled drop-in child care:

-- Child care fees for drop-in unscheduled child care are $________ (________) per hour of child care provided, to be itemized in a detailed invoice provided to the Guardian from the Daycare.

15. Past due payments:

-- The Guardian shall pay child care fees within ________ days of receiving a detailed invoice from the Daycare. Any payment not made by this deadline shall be considered past due.

-- For any payment that is not made when due, the Guardian shall pay a late fee of $________ (________). Past due amounts shall further accrue interest at the rate of ________% per annum, or the maximum rate permitted by applicable law, whichever is less.

16. Registration fee:

-- The Daycare charges $________ (________) per child as an initial registration fee. This fee must be paid to the Daycare at the time the Daycare Contract is signed by the Guardian.

-- The registration fee is refundable and may be applied toward daycare fees at the discretion of the Daycare.

17. Returned check fee:

-- The Guardian shall pay a fee of $________ (________) for any check returned unpaid, subject to the maximum amount permitted by applicable state law.

-- If a check is returned unpaid, all future payments by the Guardian must be made in cash or by certified funds.

18. Overtime fees:

-- The Daycare will charge an overtime fee of $________ (________) per 15-minute interval, rounded up to the nearest interval, if a child is not picked up by the scheduled time.

-- The overtime fee must be paid when the Guardian picks up the child from the Daycare.

19. Collection costs:

-- If any payment obligation is not paid when due, the Guardian shall be responsible for all costs of collection, including reasonable attorneys’ fees and court costs, whether or not suit is commenced, to the extent permitted by applicable law.

§ VI. TRIAL PERIOD.

20. Each child shall be subject to a trial period at the Daycare facility of the following length: ________.

21. Child care may be terminated by either the Daycare or the Guardian during this trial period without advance notice.

§ VII. TERMINATION OF CHILD CARE SERVICES.

22. Following the trial period, child care may be terminated by either the Daycare or the Guardian only by providing the other party with the following amount of advance written notice: ________.

23. If the Guardian fails to provide the required advance written notice, payment in lieu of such notice shall remain due and payable.

24. The Daycare reserves the right to terminate a child’s enrollment without advance notice for the following reasons:

________

All terminations of this type may be made effective immediately.

25. Upon termination of child care services, the Daycare is willing to assist with referrals at its discretion and upon request; however, it is the Guardian’s sole responsibility to arrange alternate child care.

§ VIII. HOLIDAYS, VACATIONS, AND MISCELLANEOUS CLOSINGS.

26. Holidays:

-- The Daycare will provide child care on the following federal holidays:

________

-- Child care fees will be adjusted for the holidays during which the Daycare facility is closed.

-- The Daycare will not provide child care on the following days:

________

27. Vacations:

-- The Daycare will be closed for vacation on the following days:

________

-- Child care fees will be reduced proportionately for the days during which the Daycare is closed for vacation. The Guardian is responsible for arranging alternate child care during such time.

-- The Guardian must provide the following amount of advance written notice of expected family vacations: ________. Child care fees will be adjusted for the period that a child does not attend due to a family vacation.

§ IX. PROGRAM ACTIVITIES.

28. The Daycare will provide daily activities, toys, and materials appropriate for each child’s age level to engage the child and to facilitate the child’s physical, intellectual, social, and emotional development.

29. Children are not permitted to bring toys from home. Toy weapons, such as guns or knives, are strictly prohibited. The Daycare is not responsible for any lost or broken toys brought from home.

30. The Daycare will post a weekly activity chart detailing the activities for the upcoming week.

31. Field trips:

-- The Daycare may occasionally take the children on field trips.

-- A child will not be permitted to participate in a field trip unless the Guardian has signed a written permission slip.

-- Guardians will be given advance written notice of the dates and locations of all field trips.

-- Additional fees may be charged to the Guardian to reimburse the Daycare for admission prices, transportation costs, and/or meal costs in connection with the field trip.

-- If a Guardian elects not to have their child participate in a field trip, the Guardian is responsible for arranging alternate child care.

32. From time to time, the Daycare may organize excursions, such as walks, bike rides, or vehicle trips off the premises of the Daycare with the children. The Guardian must sign a general release authorizing the Daycare to engage in such activities with the child.

§ X. MEALS.

33. Mealtimes are as follows:

-- Breakfast at ________

-- Mid-morning snack at ________

-- Lunch at ________

-- Mid-afternoon snack at ________

-- Dinner at ________

34. These meals will be served by the Daycare and are included in the child care fees.

35. The Daycare will post a weekly menu for the Guardian to review.

36. The Guardian should inform the Daycare of the child’s favorite foods. The Daycare may incorporate these foods into its menu.

37. The Daycare will provide meals for children with special dietary needs. The Guardian shall reimburse the Daycare for all extra costs involved in providing and preparing special dietary meals.

38. All meals provided by the Daycare will comply with the nutritional guidelines of the United States Department of Agriculture (USDA), including the Child and Adult Care Food Program standards where applicable.

§ XI. INFANTS.

39. Infants will be fed formula or breastmilk supplied by the Guardian according to the Guardian’s preferences.

40. The Guardian is responsible for providing baby food, in addition to milk, for as long as necessary.

41. The Guardian shall provide the Daycare with information regarding feeding times and other feeding instructions.

42. Diapers are checked regularly and changed whenever reasonably necessary. After each diaper change, the diaper-changing area will be sanitized and the provider’s hands washed.

§ XII. TOILET TRAINING.

43. The Daycare will assist with toilet training. The Guardian should initiate the training at home.

44. Once toilet training has commenced, the Guardian must supply training pants, pull-ups, underwear with rubber pants, and/or other toilet training supplies.

§ XIII. NAPS AND REST PERIODS.

45. Nap time is scheduled during the following period: ________.

46. Guardians are requested not to drop off or pick up children during scheduled nap times.

§ XIV. SUPPLIES.

47. Guardians are responsible for providing at least one change of clothes, and diapers and wipes as necessary.

48. The Daycare may from time to time request that the Guardian supply a specific item for the benefit of the child. If the Guardian fails to supply the item within a reasonable period of time, the Daycare may purchase the item and charge the Guardian for the reasonable cost thereof.

49. The Daycare will be responsible for providing the following items:

________

§ XV. MEDICAL CARE INFORMATION.

50. The Guardian must provide the Daycare with updated medical information regarding the child, including information regarding the child’s medical conditions, immunizations, allergies, regular medications, physical disabilities, or restrictions on physical activities. Information must also be provided as to whether the child has had measles, mumps, chicken pox, whooping cough, or any other contagious disease. This information must be provided prior to the child’s first day of care.

51. All children must have received the following immunizations and vaccinations, as age-appropriate and in accordance with applicable state law, prior to attending the Daycare:

________

52. If a child becomes ill, the Daycare will first attempt to reach the Guardian. If the Guardian cannot be reached, the Daycare may contact the child’s pediatrician.

53. In case of a medical emergency, the Daycare will obtain necessary emergency medical care for the child, including but not limited to transportation to an emergency room. The Guardian shall be responsible for all costs and expenses incurred in connection with any medical care provided to the child, including the cost of transportation.

§ XVI. SICK CHILD POLICY.

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-- Fever

-- Persistent diarrhea

-- Continuous coughing

-- Irregular breathing

-- Vomiting

-- Difficulty swallowing

-- Discharge from eyes or ears

-- Lice

-- Earache

55. If a child exhibits any of these symptoms while at the Daycare facility, the Guardian will be notified and must immediately remove the child. The child may be isolated from other children at the facility until the Guardian arrives.

56. The Daycare will notify the Guardian of any contagious disease of which the provider has knowledge to which a child may have been exposed while at the Daycare facility.

57. The Guardian shall inform the Daycare of any illness or condition of the child that might affect other children at the Daycare facility.

58. The Guardian is responsible for arranging alternate care if the child is sick or otherwise unable to attend the Daycare facility.

59. Daycare fees will be adjusted for the days a sick child does not attend the Daycare facility, provided a physician’s note is furnished.

60. The Daycare will administer prescription medication to a child only upon the Guardian’s completion of a written medication consent form listing the type of medication, the dosage, the time of administration, and any side effects or special instructions. All medications must be in their original containers labeled with the child’s name.

§ XVII. EMERGENCIES.

61. Evacuation and emergency plans will be posted at each exit in the Daycare facility.

62. The children will periodically conduct drills to practice the evacuation plans.

63. In case of emergency, the Daycare will first attempt to reach the Guardian. If the Guardian cannot be reached, the Daycare will contact the child’s emergency contact person(s) as listed in the Daycare Contract.

64. It is unavoidable that children will incur scrapes, scratches, and other minor injuries during the course of normal daily activity. Such injuries will be treated appropriately with basic first aid, such as ice packs, antiseptic, and bandages as necessary. The Daycare will inform the Guardian of any minor injury and the treatment provided.

§ XVIII. DISCIPLINE.

65. The Daycare will explain the rules of the facility to children under its care, as appropriate. When a child understands the rules but chooses to disobey them, the Daycare may discipline the child using the following age-appropriate techniques, all of which comply with applicable state law and which expressly prohibit any form of corporal punishment, deprivation of food, or humiliation:

________

66. If these discipline methods prove unsuccessful with a child, alternative methods will be discussed with the Guardian.

§ XIX. SUBSTITUTE CHILD CARE PROVIDERS.

67. If the Daycare is temporarily unable to provide child care services due to circumstances beyond its reasonable control, the Daycare may, but is not obligated to, arrange for a substitute childcare provider with qualifications similar to those of the provider.

68. The Daycare will use reasonable efforts to provide Guardians with advance notice of the need for such substitute care, the name of the substitute provider, and the hours during which substitute care will be provided.

69. The Daycare will provide Guardians with a list of substitute childcare providers upon request.

§ XX. CHILD PICKUP.

70. To ensure the safety of the children attending the Daycare facility, the Daycare has established the following procedures for the pickup of a child from the facility:

________

71. The Guardian must inform the Daycare in advance if any person other than the Guardian will pick up the child. If the Guardian has not provided the Daycare with such information, the child will not be released to such individual(s), and the Guardian will be notified.

§ XXI. GUARDIAN PARTICIPATION.

72. Guardians are welcome to visit the Daycare facility at any time during which child care is being provided and their child is present, except during scheduled nap times, and to participate in any of the activities.

73. Communication between Guardians and the provider is important in maintaining high-quality child care. All comments and suggestions regarding services are welcome.

§ XXII. CHILDREN WITH SPECIAL NEEDS.

74. The Daycare is willing and able to provide high-quality child care for children with special needs, in accordance with the Americans with Disabilities Act and applicable state law.

75. The provider possesses the following qualifications to care for children with special needs:

________

§ XXIII. FUTURE ENROLLMENT.

76. Payment of the registration fee will hold a child care spot open.

77. The Daycare will not hold a child care spot open unless the Guardian has signed the Daycare Contract, completed all required forms, and paid any applicable registration fees.

78. The registration fee is refundable if enrollment is cancelled.

§ XXIV. PHOTOGRAPHS AND MEDIA.

79. The Daycare may, from time to time, take photographs or video recordings of the children while they participate in activities at the Daycare facility. These images may be used for purposes such as displaying within the facility, documenting activities, or promoting the Daycare. No photograph or video recording of a child will be used or published without the prior written consent of the child’s Guardian.

§ XXV. TRANSPORTATION.

80. The Daycare may provide transportation for the children in connection with field trips, excursions, or other activities. All vehicles used to transport children will be properly maintained, insured, and operated by a licensed driver. All children will be properly secured with seat belts and/or age-appropriate child safety seats in accordance with applicable state law. The Guardian must provide written consent before a child will be transported by the Daycare.

§ XXVI. PETS.

81. The Daycare may keep pets on the premises of the Daycare facility. The Guardian will be informed of any pets kept at the facility prior to the child’s first day of care.

82. The Guardian must inform the Daycare of any allergies or sensitivities the child may have to animals so that appropriate precautions may be taken.

§ XXVII. CHILD ABUSE AND NEGLECT.

83. The Daycare and its providers are mandated reporters and will fulfill their legal obligation to report all suspected cases of child abuse and/or neglect to the proper authorities in accordance with applicable federal and state law.

§ XXVIII. CHILD CARE REGULATIONS AND LICENSING.

84. The Daycare operates in full compliance with all applicable federal, state, and local child care laws, licensing requirements, and regulations.

§ XXIX. LIMITATION OF LIABILITY; INDEMNIFICATION.

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§ XXX. GOVERNING LAW; VENUE.

86. This Policy and the Daycare Contract shall be governed by and construed in accordance with the laws of the State of ________, without regard to its conflict of laws principles. Any dispute arising under this Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in ________ County, State of ________.

§ XXXI. AMENDMENT; SEVERABILITY; ENTIRE AGREEMENT.

87. The Daycare reserves the right to amend this Policy upon reasonable written notice to the Guardian. If any provision of this Policy is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. This Policy, together with the Daycare Contract and all attachments thereto, constitutes the entire understanding between the parties with respect to its subject matter and supersedes all prior agreements and understandings, whether written or oral.

EXECUTION:

IN WITNESS WHEREOF, the undersigned Guardian acknowledges receipt, review, and understanding of this Policy and agrees to be bound by its terms:

_________________________________
Guardian Signature

________
Guardian Printed Name

________
Date

ACKNOWLEDGED on behalf of the Daycare:

_________________________________
Authorized Representative Signature

________
Authorized Representative Printed Name

________
Title

________
Date