LIL TOTS LEARNING CENTER

HANDBOOK

WELCOME

     Welcome to Lil Tots Learning Center. I am a professional childcare provider who loves kids. To facilitate greater understanding between us I have created this handbook. It covers my childcare philosophies, business policies and expectations. In order to make our relationship as enjoyable as possible, the following pages contain mutually beneficial requirements, which are necessary to ensure that there are no misunderstandings between either parties. The words "I" or "me" or "my" refers to the childcare provider. The word "you" or "your" refers to the child's parents or guardian.

* Please read this handbook carefully, and feel free to discuss with me any questions that you may have.

MY CHILD CARE PHILOSOPHY

     As a family childcare provider, my goal is to provide a safe and happy place for children where they can learn and grow physically, emotionally, intellectually, and socially at their own pace. I believe children learn through play and benefit from a structured yet flexible schedule. Activities will be offered which stimulate sensory motor development, language development and social interaction. The development of strong self-esteem is also a major goal. Children will be taught to respect each other, adults, and property.

MY BACKGROUND

     I have one child of my own, a son, named Braden who will be in attendance at the childcare home for after school care. I am actively involved with Special Olympics Texas. I am a volunteer and coach. I assist my husband's Special Olympics program at Lamar High School. I am also CPR/First Aid certified. I am currently attending class to obtain my Child Care Credential ASsociates Degree (CDA).

COMMUNICATION

     Communication is very important to me. When I accept a new family into my business, I like to be sure that we can share openly any concerns or questions that may arise. It is important that there is a similar childcare philosophy between us. I welcome questions, feedback, or discussions of any kind that are oriented towards a positive outcome for the child(ren).

     Sensitive issues will be discussed in private outside of regular childcare hours either by telephone or conference. Conferences will not be scheduled as a routine part of your child's care; however, should you like to have a conference, you may request one at any time.

     I publish a monthly newsletter that will explain some of the activities we are doing, our current curriculum themes, events that will be happening during that month, my days off, and any other pertinent or fun information that may be of interest to you. You are always welcome to contribute to our newsletter.

     Parents of infants will receive a daily note. Some typical things you may find on this paper would be feedings, diaper changes, schedule, temperament, and things to remember. Parents of toddlers & preschoolers will also receive a daily note. Some typical things you may find on this paper would be things to remember, rest schedule, activities, temperament, and meals.

     You are encouraged to call me at any time between the hours of 7:00 a.m. - 5:30 p.m. If you call during the day, please be aware that I may be busy with the children and may not be able to answer the phone. If you would leave a message on my voice mail, I will call you back as soon as possible. The best time to call during the day is during our daily quiet time (12-3). I am looking forward to a terrific relationship with you and your child!

ENROLLMENT POLICY

     There are several forms that I must have completed and in my possession before I can assume the responsibility of caring for your child. NO EXCEPTIONS. This is to ensure that your child will get the very best care possible from me. The forms are as follows:

1) Enrollment Record 
2) Signed Contract and Rate Agreement 
3) Parent/Provider Agreement 
4) Provider/Client Fee Agreement  
5) Responsibilities of the Client to the Provider 
6) Authorization For Agent To Consent To Treatment

7) Copy of Current Shot Record  
8) Medical Permission Slip 
9) Health Record  
10) Emergency Medical Authorization Form 
11) Permission to Administer Medication 
12) Parent Authorization for the Administration of Medication 
13) Release of Child Permission 
14) Water Play/Swimming Permission  
15) General Permission Slip

*You are required to keep me informed of any change in addresses, telephone numbers, and other pertinent information listed on any/all of the above forms. If you have any questions regarding the completion of these forms, please feel free to ask.

REGISTRATION/SECURITY DEPOSIT

     Before your child is admitted into childcare, you must pay a registration/security deposit. This is a non-refundable deposit. The deposit helps protect me from unexpected family departures. Deposits are equal to half of your normal weekly fee. In the event your child does not start care by the agreed upon date, your position will be forfeited. For all slots held longer than two weeks in advance, you will pay a $25 fee for each week your child is not yet in attendance. All fee rules apply.

MATERNITY/EXTENDED LEAVE

     In cases of your potential absence due to maternity or extended leave from your job, I still require full childcare rate payments for the entire time of your absence to hold your child's position. In cases of maternity leave where you will be placing your new baby into my care, you will be required to fill out all necessary enrollment forms no less than two weeks prior to the baby's starting date.

     A security deposit is also required at this time equal to the difference of your new weekly rates with 2 children in care and your current rate. If you are a long-term client and your child has been in my care before I required a security deposit, your deposit will equal a full one-week's pay for 2 children at the time of enrollment of the new baby. See Security Deposit for details.

TRIAL PERIOD

     All new children will be cared for on a two-week (14 calendar days) trial period beginning on your child's first actual day of care. During that time the parent or provider may terminate the childcare agreement with 24 hours notice. After the trial period, a two-week's written notice is required by either party to terminate the agreement (See Termination Policy).

FEES/PAYMENT PROCEDURES

     Your specific rates will be outlined in your Contract and Rate Agreement. Payment is payable in advance and is due no later than drop off time on the first contracted care day of each week, unless another arrangement has been agreed upon. If this day is a holiday, payment is expected on the previous day. If you go away on vacation, payment is due BEFORE you leave. If it is my planned day(s) off, your payment is expected BEFORE I leave. In cases of illness, your payment is still expected unless other arrangements have been previously made. If I close the childcare due to my own illness or emergency, payment will be accepted on your first day back to childcare.

     Payments may be made by check or cash as long as no checks are returned to me for non-payment. Checks must be dated for the day they are due, no post-dated checks will be accepted. There will be a late fee of $15 for each day that payments are received late. This includes post-dated checks. Repeated late payments will be grounds for termination. I ask you to consider how you would feel if your employer came to you on your expected payday and told you that your paycheck would be delayed? I will give you a minimum of two-week's notice of any increases in your childcare fee.

TAXES

     I will supply you with a year-end summary of all daycare fees paid during the year for tax purposes. This will be given to you by the end of January each year or when services are terminated. You may request a statement at any time.

NSF CHECKS

     If a check is returned to me for non-sufficient funds, you will be required to pay all fees that I incur as a result of the returned check plus a $20 returned check fee. Childcare services will be immediately halted until full payment of tuition and NSF charges has been made, in CASH. In addition, I will only accept cash payment from you from that point forward.

HOURS OF OPERATION

     Normal hours of operation are Monday through Friday from 7:00 a.m. to 5:30 p.m., but your specific hours will be determined depending on your work schedule & will be outlined in your Contract and Rate Agreement . I require two-week's notice if you need to change your enrollment hours. I also reserve the right to terminate if the new hours will not work well for my childcare business.

     I offer both full-time and part-time care. Full-time positions will generally be preferred over part-time positions. I reserve the right to terminate a part-time position, if the position can be filled with a full-time family. You may opt to pay for a full-time slot in order to keep your part-time position.

     I do occasionally accept children for drop-in care if I have a space available on any given day. If you tell me that you will not be bringing your child, there is a chance I will fill your spot for that day and you could potentially lose your day if I do so. Therefore I do require that you give me a minimum of 48-hours notice if you change your mind and want/need to bring your child after all on your day. You are still responsible for paying all fees for your contracted days regardless of whether your child(ren) come or not. I do not accept drop-ins for the purpose of earning a little extra income; rather I do it as a service to all of my parents, which may possibly include you if you would ever need/want childcare on an unscheduled day.

     Your 48-hour notice is not only put into place because I may schedule a drop-in on your day, but this will give me time to adjust my menus and activities accordingly. For example, I may plan a Field Trip if your child is not coming because I will have a smaller, more manageable group. 48 hours would give me ample notice to reschedule this activity should you decide to bring your child after all.

     You are required to inform me if you are at any other location than what is listed on your Enrollment Record and to provide a telephone number for that place. You are required to notify me by 8:00 a.m. if your child will not be coming for the day or if you will be late in arriving. Your child could be the only child in attendance on any given day, and I will not like to be kept waiting. Consistent disregard of these considerations will be cause for termination.

     If you arrive after 10:00 a.m. you shouldn't expect a curriculum to be taught. If I have to wait for your child to begin our activities, then we would be too rushed and that wouldn't be fair to me, or any of the children.

     I will not be available for evening or weekend care. In order for me to be the best provider that I can be, it is important to have adequate time to spend with my family. There are also planning, preparation and cleaning activities that are associated with my business that cannot be completed during daytime hours. Please understand: The hours in which your child is here are strictly "child care hours" and does not reflect all of the additional hours necessary to provide quality childcare.

     I am available in case of emergency, but I do not want to work "overtime". If I am to do so, it must be worth my while. Just as you do, I schedule appointments around my scheduled work hours and am anxious to spend time with my family in the evenings. I also appreciate your consideration if you are done with your job early to let me know and please come and pick up your child. Your personal errands (i.e. grocery shopping, golf playing, running home to change clothing, etc.) should not be done on my time. I am here to serve families who must "work" outside of the home.

OPEN DOOR POLICY

     I maintain an open door policy for parents. This means that you are always welcome to call or drop in to see your children at any time during regular childcare hours. Open door policy does NOT mean that my door will be kept unlocked. I believe that it is extremely important to keep the doors locked for the safety of the children. I do not want unwanted or unexpected visitors to enter without my permission or knowledge. I also do not want little ones leaving the house unsupervised. Your child's safety is my first priority. I would appreciate your taking into consideration my schedule when dropping in or calling, and remember that visitors usually cause children to react in an excited manner that does not normally occur when I am alone with the them.

LATE FEES

     You are scheduled for childcare for the hours listed in your Contract and Rate Agreement. If you drop off before or pick up after these times, you will be charged a late/early fee. (Examples: If it's determined that 4:30 p.m. will be your pick-up time, your late fees will begin at 4:31 p.m. even though child care is open until 5:30 p.m. If it's determined that 8:30 a.m. will be your drop-off time and you drop off earlier than that you will be charged an early fee even though child care is open at 7:00 a.m.)

     Late fees will also apply if you tell me verbally that you will be picking your child up early and do not arrive by the time you say. (Example: If you call me at noon and tell me you will arrive by 2:00 p.m. to pick up your child and you show up at 3:00 p.m. even though your contract may state your pick-up time to be 5:00 p.m.)

     The late fees will be as follows: I will charge an overtime rate of $1.00 per minute per child that you are late or early. Calling me to inform me that you will be unavoidably late does not waive your late fees. If overtime is pre-arranged, my fee will be $10.00 per hour. (Pre-arranged overtime is approved overtime arranged 24 hours in advance.) This is to assure that children are picked up on time as not to impose on my family time. Late drop off does not constitute late pick up. Payment is expected in CASH the time of late pick up or early drop off. If cash payment is not made at this time, you will be given a bill due on or by your next regularly scheduled fee payment due date.

     These rules will be strictly enforced, and your habitual tardiness will result in termination of services. The above late fees will also be charged to you if grandma or another person is suppose to arrive to pick up your child and is late. It is your responsibility to have your child picked up on time. If you know you will be unavoidably late, it is your responsibility to have an authorized alternate person pick up your child. It is not my responsibility to tell you that I have plans after childcare hours so that you can be here on time.

     Bad traffic or weather (except in extreme situations) will be not be an accepted late excuse and you will be billed accordingly. Please remember that it is your responsibility to allow ample time to get here to pick up your child on time. In cases of extreme bad weather a phone call from you would be expected to let me know you are on your way. I would not want you to put yourself in danger in rushing to my home to be on time, but I would still expect to be reimbursed for my services at my overtime rate. Job-related lateness will not be excused for any reason. Continued late pick-ups will mean breach of contract and you will forfeit your child's position in the learning center.

ARRIVALS & DEPARTURES

     Children are to arrive clean and fed (unless arriving just before a mealtime). It is normal for some children to have difficulty separating from parents, or cry when being dropped off. Please be very brief (no more than 5 minutes is sufficient) during drop-off times; the longer you prolong the departure the harder it gets. A smile, cheerful good-bye kiss, and a reassuring word that you will be back are all that is needed. In my experience, children are nearly always quick to get involved in play or activities as soon as parents are gone.

     Please be very brief at pick-up times also. This is a time of testing when two different authority figures are present (the parent and the provider), and all the children will test to see if the rules still apply. An early arrival to pick up your child does not mean you may stay until the close of business. If you'd like to stay and visit please arrange this with me beforehand. But typically pick-up time needs to be kept brief.

     When picking children up at the end of the day, you are asked to always come to the front door unless there is a note on the door saying we are all out back, then and only then you may go around to the backyard. Please knock! I keep a lock on the door for the children's safety. Sometimes, the older children are out back and I'm inside with the younger ones - I need you to come into the house from the front, and I will call your child into the house to leave. Please do not go into the backyard unless I am out there with all of the children. This is for everyone's safety.

     I will try my best to send your child home with a clean diaper, and would appreciate the same consideration when you drop off. During arrivals and departures, I expect you to back up my rules (see House Rules), but if you do not, I will remind your child that their behavior is inappropriate and take action to correct, if needed. Please be in control of your child during these times.  

     I prefer that there are no pick-ups or drop offs during the designated daily quiet time (12-3), but if it is necessary please be as quiet and brief as possible. Children who arrive during quiet time will be expected to remain quiet (they may play/read quietly) until quiet time is over, so that others will not be disrupted from their naps. Do not allow your child to run out to your car while you are still inside or while you are in my backyard!! The safety rule is "No one goes outside without their parent with them."

     Drop-off and pick-up times are not good times to discuss problems. Little ears and minds hear and understand everything. I am not comfortable discussing children in the presence of anyone except their parents. Topics that concern day-to-day events, or light-hearted discussion are fine.

RELEASE OF CHILDREN

     My normal procedure is to release the child only to his/her parents or someone else the parents designate. If someone other than the parent is to pick up the child, please notify me ahead of time. A written notice is required on the day if this person is on the list of people who are authorized to pick up your child. If the person is NOT on that list, I MUST have written permission to release your child. The written permission must be given to me at time of drop of.

     Please inform emergency contacts, or people designated to pick up your child, that if I do not know them, I will ask for photo identification and make a photocopy. I do not mean to offend them. This is simply a measure taken for your child's protection. I will not let a child leave without a parent's written permission even if that person is listed as one of your designated pickup people.

SIGNING IN & OUT

     I am required to have all parents sign in and out for pick-ups and drop offs each day. A sign in/out sheet, pen, and a clock are located by the door for your convenience. This gives me a written record of the child's attendance, hours, and the person who brought/picked up the child each day.

CHILD'S ABSENCES

     There will be no refunds or adjustments made to your child care fees for your time missed due to illness, holidays, or days off. A place has been reserved for each child that cannot be filled on a short-term basis.

     Although I will make every attempt to be available each day, there will be occasions when another family member or I are ill, and I am unable to provide service. You will be notified as soon as possible of any personal or family illness, funeral, or emergency. It will be your responsibility to obtain substitute care on such occasions and to arrange payment to the substitute.

     If I am unable to provide care for any of these reasons, I will credit your next week of care day per day (provided I have used all paid sick days). I strongly suggest that you have a family member, a friend, or a substitute provider lined up for the times I am closed due to illness or emergency.

     When I must be away for a short time (1 - 4 hours), backup care will be provided by my husband or substitute provider if possible. If I am unable to use one of my substitute providers then it will be necessary for me to close for half the day or the full day. My substitute provider is authorized to carry out the terms of this contract.

PROVIDER HOLIDAYS, VACATIONS, SICK DAYS, PERSONAL DAYS, BEREAVEMENT, & TRAINING DAYS

     Although very rewarding, childcare is also a very high stress occupation. In order for me to be the best provider that I can be, I will need time to relax with my family, accomplish household or child care projects, or attend training seminars/conferences. Occasionally, I may need to take additional days off for appointments, family activities, to catch up at home, attend trainings, volunteer with Special Olympics, or just relax. I will try to schedule these days as far in advance as possible so that you can arrange other care for your child. I also will try to pick a day that is convenient for the majority of parents, if possible.

HOLIDAYS: I will be taking 7 paid holidays. They are New Year's Day, Memorial Day, July 4th, Labor Day, Thanksgiving, Friday after Thanksgiving, and Christmas Day. When a Holiday (listed above)