How to use this template

Use this template to spark new ideas for your existing family handbook, or create a new
handbook by filling it in with your own center’s information!

To create a new family handbook:

● Replace all sections that are highlighted and bracketed (for example, [Center Name])
with your program’s information.
● Edit, add, and delete any sections as needed.
● Delete this first page.
● Your new family handbook is ready to be shared with families!

How brightwheel can help

Brightwheel is the #1 rated, all-in-one early childcare solution that empowers educators to
streamline their centers’ operations.

With brightwheel’s document hub, administrators can easily:

● Manage and share important documents with families and staff, such as family
handbooks, menus, and event flyers
● Share documents with specific classrooms or your entire program
● Ensure families can access pertinent information when they join your program and move
rooms

To learn more about how brightwheel can help you delight families, chat with an expert today:
www.mybrightwheel.com/demo
Family Handbook Template: Multi-Site Program,
Exploration-Based Curriculum
History
[Center Name] is an ever-growing learning center with [number] locations and [number]
classrooms with students ranging in age from [age range]. We strive to accommodate
[geographic location] families with the quality care they deserve. [Brief history of how your
program started and how it grew].

Mission Statement
At [Center Name], we believe in the value and uniqueness of each child and family we serve.
Our center experience is designed to promote each child’s own individual social, emotional,
physical and cognitive development. As caregivers and educators, our mission is to provide a
safe and developmentally appropriate learning environment, which fosters a child’s natural
instinct to explore, discover, create and become a lifelong learner.

Philosophy
We believe that in the right environment a child’s natural curiosity and creativity leads to endless
opportunities to grow in knowledge and develop a love of learning. We provide that environment
at [Center Name] by making it a safe and nurturing place where your child will be encouraged to
build, splash, dash, pretend and create their way to exciting discoveries about the world around
them. We allow children to join the [Center Name] Family as a [starting age] and to stay with us
throughout their [upper age limit] years.

Each day with us will be a chance for your child to grow socially, cognitively, emotionally, and
physically. As early as infancy, your child will be provided with learning opportunities adapted to
fit his or her age, developmental stage, and learning style. Full-day, year-round care and all-day
preschool in one location makes it possible for you to provide your child with the care and
education that will help them become happy, healthy lifelong learners.

Hours of Operation
[Center Name] is open [Days of the Week] from [Hours]
[Center Name] is closed for the following holidays:

[list of holidays]
Plus [number] of Professional Development Days per year
Programs
There are [number] programs offered at [Center Name]. They are:

Room Age Ratio Schedule

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]

[Room Name] [Age range] [Number of teachers : [Time range]

Number of students]

[Maximum number of
students]
Licensing Notebook
[Center Name] is a public program voluntarily licensed to serve [number] children by the [State]
Department of Human Services. A copy of the licensing rules is available for review in the office
and on the web: [website address]

Weather Related Closings

[Center Name] will remain open during most severe weather. The [appropriate center contact]
will monitor the weather and local news stations to determine when it is appropriate to close the
center early or cancel care for the following day. In the event that [Center Name] closes early or
cancels care for the following day, parents will be contacted and informed of the situation via
Brightwheel.

Children should be picked up in a reasonable amount of time to ensure all parents, children,
and staff can travel safely home.

Enrollment Records
Each fall, [Center Name] completes an audit of enrollment records. At the conclusion of this
audit, families will be notified if anything needs to be updated. Some forms must be updated
every year, including the Emergency Contact and Medical Consent form.

Other records must be updated throughout the year, such as physicals and immunization
records. When visiting your child’s physician for a yearly “well-child” appointment, please
request a copy of your child’s physical and most recent immunization record. You may bring
these items in yourself.

In addition, any time a family’s information changes such as address, place of employment or
health insurance provider, a new Emergency Contact and Medical Consent form must be
completed.

Enrollment Procedures:

Item Checklist Needed Before Care Begins

Signed contract

Signed Handbook Agreement

Child Information Card

Health Appraisal

Immunization Record
 Food Policy Agreement (for children requiring formula, milk, or baby food)

Food Program Application

Copy of Drivers License

Registry Clearance (for participation in field trips)

Non-Refundable Deposit (one week of care)

Confidentiality
Confidentiality is a top priority for [Center Name]. Personal information of families and staff will
not be shared for any reason without prior written consent of the individual. When discussing a
child’s activities and friends in the classroom, only first names will be used. In situations
regarding behavior problems and/or Incident/Accident Reports, names of children involved will
never be given to families. Brightwheel is an app used to communicate between parents
and staff. Please know that staff can read messages sent via Brightwheel. Please keep
Brightwheel communication information things that you do not mind staff reading.

Tuition

Financial Agreements
Upon enrollment and any changes to tuition, families are provided a Financial Contract. This
contract should be carefully reviewed and checked for errors. The contract states the days and
hours your child may be at [Center Name] as well as the amount due [payment cadence]. This
contract is binding and can only be changed with approval and signatures from parents and the
[appropriate center contact].

* Yearly Supply Fee: [Amount] annual supply fee to be paid by parents in [Month]

Payment Schedule
Tuition is paid using Brightwheel. Please contact [appropriate center contact’s email] to set up
payments online via Brightwheel. Tuition is due [due date cadence]. There is a [amount] late fee
per day for payments not initiated on [due date].

An invoice will be sent via Brightwheel on [day] before tuition is due. If you do not receive an
invoice you are responsible for contacting the office and requesting one.
Subsidized Care- DHS
[Center Name] accepts childcare assistance. Parents will be responsible for full payments until
authorization has been received and then a weekly copay after a determination amount has
been calculated. If at any time assistance is stopped, parents will be responsible for full tuition
as of the date the assistance ended.

Multiple Child Discount

Families with two or more children enrolled full-time at [Center Name] are eligible for a
[percentage] discount to be applied to the youngest child’s weekly tuition fee.

Late Pick-Up Fee

[Center Name] closes at [time], [days of operation]. Parents will be charged [late pick-up fee
amount] for every [amount of time] a child is present after their contracted pick-up time ( this will
pay for the teachers’ time when they have to stay past their scheduled out time). Teachers will
record late fees for processing. If there is a late pick-up fee, parents will receive a written notice
from the [appropriate center contact] stating the amount of the late pick-up fee. The fee will be
added to your payment the following week.

If parents do not arrive to pick up their child from the program by [time], staff members will first
try to contact the parents using all phone numbers provided on the Emergency Contact and
Medical Consent form. If parents are unable to be reached, staff members will try to contact all
emergency contact persons. If staff members are unable to contact emergency contact persons,
the [appropriate center contact] will be notified and they will then notify the Department of
Human Services and/or the [local community] Police Department.

Insufficient Funds
All payments rejected due to insufficient funds will be charged a [fee amount] penalty. Missed
payments and late fees must be paid within [amount of time]. Repeated incidents could result in
termination of child care services. A payment plan should be discussed with the office if a family
is having trouble making tuition payments.

Delinquent Accounts
Families will be charged [fee amount] per day starting on the [day of the week] after payment is
due. Families that are behind in payments more than [amount of time] without contacting the
[appropriate center contact] and setting up a payment arrangement may have their child care
services terminated. For information about assistance programs that will help cover the cost of
child care tuition, please speak with the [appropriate center contact]. A payment plan must be
agreed upon between family and Center before an account will be considered “in good
standing” and no longer eligible for termination. This requires a signed payment plan contract.
Holidays and Vacation
Paid Holidays (staff paid)
[Center Name] will be closed in observance of the following holidays:
● [List center holidays]
● And up to [number] Professional Development days per year

If the holiday falls on a weekend day, [Center Name] will close during the week.

For example, if New Year’s Day falls on a Saturday, [Center Name] may close on Friday or
Monday. Families will be given [amount of time] notice in the event of additional closings.
Paid Holidays and Professional development days are essential to ensuring the highest quality
care and education for your child.

Vacation Days
Each family who attends [Center Name] full-time for at least [amount of time] and are current
with payments will receive [amount of time] of vacation per calendar year. Please note: vacation
days are per family, not per child. Any vacation days not used by December 31 of each year will
expire. Vacation days may not be used on a paid holiday. Please provide the [appropriate
center contact] with [amount of time] notice when you wish to use vacation days. Requests to
use vacation days must be provided in writing.

Extended Absence
In the event that a child needs to take an extended absence, such as summer break, and
wishes to return to the program after a period of time, a fee of [percentage] of the monthly tuition
must be paid each month the child is absent. More than [number] consecutive weeks of non-
payment and no contact with the [appropriate center contact] could result in termination of
enrollment. If possible, notify the [appropriate center contact] at least [amount of time] before an
extended absence.

Curriculum
Daily Schedule and Activities
Each program has a Daily Schedule tailored to each age group. [Center Name] uses [curriculum
used].

A Daily Schedule will be provided of your child’s program.

Free Choice
“Free-play” (also called child-initiated activities, free choice, self selection) activities are
incorporated into the children’s schedules. During free-play, teachers actively participate with
the children by asking questions about what the children are doing, participating in their pretend
play, reading books when prompted, encouraging children to try new activities or play with a
new toy, etc. Free-play is another opportunity for a child to grow socially and cognitively through
the development of relationships.
Outdoor Play
Outdoor play is incorporated into the daily schedule. Staff members actively engage in activities
when prompted by the children. Outdoor play is an opportunity for children to run, jump, climb
and use their bodies in ways that would otherwise be unsafe in an indoor classroom. In addition,
a large amount of social interaction takes place when children play outdoors. Because they are
engaged in fewer teacher-directed activities and more child-directed play, children are able to
choose their friends and who to interact with.

Children will go outside year-round, including winter. Only during extreme weather conditions
will the children remain indoors.

Our teachers refer to the Child Care Weather Watch poster from the [State] Department of
Public Health to determine if it is too hot or cold to play outdoors. It is important for parents to
send their children in appropriate clothing and outerwear for the weather conditions (e.g., coat,
snow pants, boots, gloves, etc.). Please clearly label all articles of clothing with your child’s
name. [Center Name] has a few extra hats and mittens, but not enough for every child. If a child
is not dressed appropriately for the weather, we will contact parents to provide the appropriate
attire. Please ask your child’s teacher if you have any questions about weather-appropriate
clothing.

Nap/Rest time
The [State] Department of Human Services requires that all children must be provided a
regularly scheduled nap or resting time. Children will not be forced to sleep but may be
encouraged to lie quietly for a period of time. The length of time a child should have to remain
resting varies by child. There is no hard and fast rule regarding the maximum amount of time a
child should have to remain resting. Children should be provided alternative quiet activities if
unable to rest.

Children are encouraged to bring a familiar item from home to use during nap/rest time, such as
a small blanket or stuffed animal. These items will be stored in your child’s backpack or mat
bag; there is limited space for storage of such items. Please take this into consideration when
deciding which items to bring. All items should be clearly labeled with your child’s name, as all
class laundry is sent home weekly to be washed.

Multimedia
The use of multimedia in our program is an extension of the teaching and learning that takes
place in our classrooms. Teachers may select movie, television, and computer game titles
based upon weekly themes. Children are not required to view part or all of a video or television
show, or to play computer games. Instead, the activity is offered as one of several centers. All
multimedia must have a rating of “PG” or “E” and must possess an educational theme. Children
are limited to a specified amount of time per week they may use or view multimedia:
● [Classrooms]: [amount of multimedia time allowed]
● [Classrooms]: [amount of multimedia time allowed]
 ● [Classrooms]: [amount of multimedia time allowed]
● [Classrooms]: [amount of multimedia time allowed]

Weapons/Violent Play
There is a strict policy of allowing no weapon play at [Center Name]. Children are not permitted
to play with weapons of any type or size or to pretend that other items are weapons, including
their fingers, hands, or blocks. Redirection should be used when a child is engaging in weapon
or violent play. If a child brings a weapon to [Center Name], the weapon should be placed out of
sight and sent home the same day with a note explaining the policy about weapons.

Competitive behavior is minimized in our programs. In young children, competition often

increases negative behavior and decreases acceptance of others. Bullying is not considered
acceptable behavior; all efforts will be made to guide children in finding appropriate ways to
interact with others.

Pets & Visiting Animals

Staff may introduce a class pet to the classroom. Please make sure you share any pet allergies
with your student’s teachers. Pets and visiting animals that are brought into the classroom must
be carefully considered for their temperament, health risks, and appropriateness for young
children. No animal may be brought into [Center Name] without first notifying and receiving
permission from the [appropriate center contact]. Once approved by the [appropriate center
contact], pets and visiting animals must have documentation from a licensed veterinarian or
animal shelter to show that the animal(s) is fully immunized and that the animal is suitable for
contact with children.

Assessments
[Center Name] uses [assessment program] to assess students’ levels when entering the
program and then every [amount of time]. Parents are encouraged to work with their child’s
teacher to assess and meet their child's needs.

Parent-Teacher Conferences/ Assessment Portfolios

Parent-teacher conferences will typically be held [frequency] per year, as well as each time your
child transitions classrooms. The goal of the parent-teacher conference is to gain insight into
your child’s development both in the center setting as well as the home setting. During
conferences, your child’s development and any goals you may have for your child will be
discussed. [Center Name] uses the [assessment program] to help assess children’s
development. Parents are encouraged to request conferences whenever they feel it necessary.
Field Trips
[Center Name] offers a variety of experiences both at and away from the center. Field trips
where students will be transported will require a “Field Trip Permission Form.” Parents will be
notified at least [amount of time] in advance of all field trips requiring a “Field Trip Permission
Form.” If you do not wish for your child to attend a particular field trip, please find alternative
childcare arrangements for that day, as we will not have staff available to stay behind with
children not participating in the field trip.

As a participant in our child care program, your child may participate in short, unannounced field
trips including but not limited to: walks as a class around the perimeter of the building and/or
nearby neighborhoods; trips to local playgrounds; trips to local businesses. Teacher-child ratios
are maintained at all times.

A “Parent/Guardian Permissions” form must be completed at the time of enrollment for this type
of field trip.

Rules Related to Transportation

[Center Name] uses [transportation type] for away field trips. Head counts shall be taken before
leaving the center, after entering the vehicle, during a field trip, after taking children to the
restroom, after returning to the vehicle, and upon returning to the center. When children leave
the vehicle, the vehicle shall be inspected to ensure no children are left in the vehicle.

Meals and Snacks

Breakfast Lunch Snack

[Classroom] [Time] [Time] [Time]

[Classroom] [Time] [Time] [Time]

[Classroom] [Time] [Time] [Time]

[Classroom] [Time] [Time] [Time]

[Classroom] [Time] [Time] [Time]

[Classroom] [Time] [Time] [Time]

[Classroom] [Time] [Time] [Time]

Food Service Policy

At [Center Name], children are provided a nutritious [meals and snacks provided]. [Center
Name] follows the nutritional guidelines established by the child and adult Food Program.
Menus will be posted on [where menus are posted in the center]. You may request a copy to
take home if you would like. Children will be encouraged to sample all foods that are offered, but
will never be forced to eat. Please inform your child’s teacher if your child cannot eat a certain
food or has different dietary needs (e.g. vegetarian, vegan, lactose intolerant) so a substitution
can be made. For certain dietary restrictions, you may be asked to provide food from home for
your child.

Food From Home

Children are welcome to bring in treats to celebrate a birthday or holiday. Due to various food
allergies and dietary restrictions in our classrooms, we recommend supplying store-bought
snacks still in the original packaging. Please check with your child’s teacher before bringing any
homemade snacks. A list of healthy snack options approved by the USDA and [State]
Department of Education is available from the [appropriate center contact].

Food Allergies/ Action Plans

If your child has a food allergy, please complete a Food Allergy Action Plan form. This form will
be posted in your child’s room, as well as in food preparation areas. If medication for an allergic
reaction is provided, please have your physician sign the Food Allergy Action Plan as well.

Infant, Toddler, and Two-Year-Old Programs

The following information is specific to the infant, toddler, and two-year-old program rooms:
Parents must supply diapers, wipes, diaper cream, bottles, formula, baby food, extra clothing,
pacifiers, blankets, and stuffed toys for rest time. Please label all items with the child’s name.
Children may use pacifiers during rest time. To reduce the likelihood of spreading illness,
pacifiers must be kept in a child’s cubby or diaper bag during all other times of the day. If you
are breastfeeding, please discuss with your child’s teacher when your child should be fed breast
milk, and when you would like to come in and feed your child.

Breast milk must be brought in ready-to-use containers. For health reasons, we are not able to
store bags of frozen milk for extended periods of time.

We recommend that all new foods be tried at home first since a child could have an allergic
reaction to foods they have not had before. Please inform your child’s teachers on the daily
charts of any new foods your child has tried.

SIDS
Sudden Infant Death Syndrome (SIDS) is the unexpected, sudden death of a child under age 1
for which a cause of death cannot be identified. It is not known what causes SIDS; however,
several sleeping practices have been linked to an increased risk for SIDS. Therefore, [Center
Name] has a strict policy for infant sleep placement.
All infants less than one year will be placed on their back to sleep. Infants shall not be allowed
to sleep in a car seat or swing at [Center Name].

Once a child has been placed in his or her crib for nap, if the infant rolls from back to front - and
is also able to roll from front to back - it is acceptable to leave the infant sleeping on his or her
stomach. NO heavy blankets, stuffed toys or pillows should ever be placed in a crib. A request
for alternative sleeping positions must be accompanied by a signed and dated physician’s note
stating the reason for the request.

What to Provide
Clothing and Items from Home
Extra clothes, water bottle, sunscreen, small blanket for rest, travel size pillow, weather
appropriate clothes.

Play Clothes
Please send your child to [Center Name] in comfortable play clothes and shoes. Play is usually
active and often messy; comfortable, washable clothes are important if your child is to
participate fully in the program. Outdoor play is scheduled every day as an essential part of our
planned curriculum.

Children should be dressed appropriately for both indoor and outdoor activities. All children
occasionally get their clothes wet and have toileting accidents. Whenever this occurs, it is best
to change the child into an extra set of clothing provided by the family. Your child’s teacher will
request that you bring a complete change of clothing, including underwear, to be kept at school
and replenished as needed. Please be sure to clearly label all items of clothing. Let the teacher
know whenever your child’s clothing or other items cannot be located.

Items from Home

[Center Name] allows one stuffed animal of comfort item to be brought to school for nap/rest
time. We ask that all items brought to [Center Name] from home be placed in your child’s cubby
shortly after arrival by parent. Please clearly label all belongings brought from home. It is
recommended that items of value, such as iPods or handheld gaming systems be left at home,
due to the risk of damage or theft. [Center Name] is not responsible for lost, stolen, or damaged
items.

Arrival and Departure

Arrival
Parents are required to accompany their child into the center and into their child’s classroom.
Parents should also speak with the teacher in the classroom, if only briefly. We encourage
parents to communicate with their child’s teacher about their child’s temperament that particular
day, how he/she slept the night before, whether he/she has eaten that morning, etc. Most
children go through periods of difficulty with separating from their parent(s).
This is common and developmentally appropriate.

Try these tips for a successful drop-off:

● Establish a regular, predictable routine. Whether you have a kiss and a hug and go, or
help your child put his things in his cubby first, do it the same way every day. What often
makes separating stressful for children is the uncertainty. If your child can predict what
will happen, the separation won’t be as difficult.
● Separate once. If you come back into the classroom again and again, it will increase
your child’s stress. Remember the moment of separation is the worst part for your child,
so doing it more than once makes it more stressful for your child
● Be reliable. Return when promised. Children who are picked up later than expected may
have more difficulties separating. Phrase time in terms your child will understand. For
example, you will be back after snack time or before nap time.

Departure
[Center Name] closes at [time] [days of the week]. If you will be late picking up your child,
please provide us with as much notice as possible. Please note that there is a late fee for
arriving after [time]. If someone we are not familiar with is to pick up your child, it is essential
that you inform your child’s teacher in advance of the pick-up. This person must be listed as an
authorized person on the Emergency Contact and Parent Consent form. Remind the authorized
person that they may be asked for identification such as a driver’s license to ensure your child’s
safety. Even if the individual has picked up before, he or she may still need identification if the
teacher in charge has never met him or her.

Be sure to say goodbye to your child’s teachers so they know you are leaving. Once you have
reunited with your child and are departing, [Center Name] is no longer responsible for your child.
For safety reasons, please do not let your child run ahead of you inside or outside of the
building.

If parents do not arrive to pick up their child from the program, staff members will first try to
contact the parents using all phone numbers provided on the Emergency Contact. If parents are
unable to be reached, staff members will try to contact all emergency contact persons. If staff
members are unable to contact emergency contact persons, the [appropriate center contact] will
be notified and she will then notify the Department of Human Services and/or the [Local
Community] Police Department.

Attendance
Regular attendance is strongly encouraged for the benefit of the child as well as the classroom
as a whole. If your child will be absent, please call the center by [time] so your child’s teacher
may make accommodations to the lesson plan.

If your child will be absent for an extended period of time (more than [number] days), the center
should be notified in writing of the date the absence begins and the expected date your child will
return. Enrollment will be terminated if a child is absent for a period of [amount of time] or more,
and no notice has been received or contact made by the family.

Health and Safety Policies

Illness
Our first priority at [Center Name] is providing a healthy, safe learning environment for all
children. A child will be sent home as soon as possible if any of the following is experienced: an
illness prevents the child from participating comfortably in activities (as determined by the staff);
an illness results in a greater need for care than the staff can reasonably provide without
compromising the health or safety of other children in the classroom; or a child is experiencing
any of the following conditions:
● Fever of 101 (under the arm) or greater, until 24 hours symptom-free without fever-
reducing medication
● Signs/symptoms of severe illness, including: lethargy, uncontrolled coughing,
inexplicable irritability or persistent crying, difficulty breathing, and/or wheezing
● Diarrhea (not associated with diet changes or medications) (Two instances) until
diarrhea stops for 24 hours or the continued diarrhea is deemed not be infectious by a
licensed health care professional.
● Blood in stools not explainable by dietary change, medication, or hard stools
● Vomiting (One instance) the child can return after vomiting has been resolved for 12
hours or until a health care provider determines the cause for vomiting is not contagious
and the child is not in danger of dehydration.
● Persistent abdominal pain (continues more than 2 hours) or intermittent pain associated
with fever or other signs/symptoms of illness
● Mouth sores with drooling, unless a health care provider determines the sores are not
contagious
● Rash until a physician determines that these symptoms do not indicate a communicable
disease
● Pink eye (conjunctivitis) until after treatment has been initiated for 24 hours
● Scabies, until after treatment has been completed
● Tuberculosis, until a health care provider states that the child is on appropriate therapy
and can attend child care
● Impetigo, until 24 hours after treatment has been initiated
● Strep throat, until 24 hours after initial antibiotic treatment and cessation of fever
● Chickenpox, until all sores have dried and crusted (usually 6 days)
● Hand Foot and Mouth sores have dried and crusted and no fever
● Pertussis, until 5 days of appropriate antibiotic treatment has been completed
● Mumps, until 9 days after onset of symptoms
● Hepatitis A virus, until 1 week after onset of illness
● Measles, until 4 days after onset of rash
● Rubella, until 6 days after onset of rash
 ● Unspecified respiratory tract illness accompanied by another illness which requires
exclusion
● Herpes simplex, with uncontrollable drooling

A child who becomes ill while at [Center Name] will be isolated in their classroom in order to
limit exposure of other children to communicable disease. An ill child will be isolated to wait for
his/her parent to arrive. For this reason, we ask families to make every effort to pick up a sick
child as soon as possible.

[Center Name] reserves the right to make the final determination of exclusion due to illness. Any
exceptions to our illness policy will require a written note from a licensed health care
professional stating that the child is not contagious.

*Parents will be notified by telephone and Brightwheel. Please contact [Center Name] via phone
or Brightwheel by [time] whenever your child is ill.

Notice of Exposure & Reporting Disease

If your child is exposed to a communicable disease, a notice will be shared by [sharing method].
Additionally, families who are signed up for Brightwheel will receive email notification of the
illness. If your child or anyone in your household becomes ill with a communicable disease,
please notify the [appropriate center contact] immediately.

In the event a child is reported to have a communicable disease, the [appropriate center
contact] will notify the health department.

Hand Washing
Frequent hand washing with soap and warm, running water is the most effective way to reduce
and prevent the spread of illnesses commonly found in childcares such as the flu, diarrhea, and
pink eye. Parents are encouraged to assist their child in the hand washing process upon arrival.

Other times your child (and staff members) will be expected to wash their hands:
● Upon arriving at the center or when changing classrooms
● After each diaper change or using the toilet
● Before and after meal times
● Before and after administering medication
● After handling bodily fluids (mucus, blood vomit)
● Before and after using the sensory table
● After coming indoors from the playground
● After handling pets and other animals
● After cleaning or handling garbage

Warm, running water (no colder than 60 degrees F) and soap must be used. Hands must be
rubbed vigorously for at least 20 seconds, including the backs of hands, between fingers, under
nails, and under any jewelry. A disposable paper towel should be used to dry hands and turn off
the faucet. Help reinforce the importance of hand washing by encouraging frequent hand
washing at home as well.

Medications
Prescription and over-the-counter medications must be given to a staff member in the original
container, clearly labeled with the child’s full name and birth date. [Center Name] staff will not
administer any medication without a signed Medication Authorization Form. Forms can be
obtained from your child’s teacher or from the Director.

[Center Name] will not administer Tylenol for Fever. To administer Tylenol to a child under 2
years old [Center Name] will need a doctor's note with dosage and times.

Medications are stored in a locked box (refrigerated medications) or in a high cabinet (non-
refrigerated medications) while in use at [Center Name]. The Medication Authorization Form
must remain with the medication at all times. Unused medications must be immediately returned
to the family and will not be stored at [Center Name].

Medications are administered only by [appropriate center contact(s)]. When a medication is

given, the teacher will document the type of medication administered, the dosage, and the time
it was given.

Physicals and Immunizations

Each child must have a current physical and immunization record on file at [Center Name] to
attend. The physical on file must be updated at least annually; immunization records must be
updated whenever a new immunization is received.

Documentation of Accidents/Incidents
Staff members shall document accidents and incidents that occur at [Center Name] using an
Accident/ Incident Report and Incident report on Brightwheel. The parent shall sign the report
the same day as the incident. A copy may be given to the parent. All Accident/Incident Reports
must be given to the [appropriate center contact] to be placed in the child’s permanent file.
Documents of Health Incidents
Each time a parent is contacted regarding an ill child or symptoms of illness, a Health Check will
be completed on Brightwheel. All parents will be notified of any communicable illnesses present
in the center via a sign posted on the main entrance to the center explaining the illness as well
as Brightwheel. In addition, parents with children in the classroom of the infected child will
receive an email regarding the illness.

Documents of Allergies
A child with allergies must have an Allergy Action Plan posted in a visible location in the
classroom. If the allergy is food-related, an Allergy Action Plan must also be posted in the
kitchen area. All staff working in the classroom of a child with allergies must review the Allergy
Action Plan to ensure understanding of emergency procedures should the child have an allergic
reaction. All allergic reactions must be documented with a Health Incident Form.
Documents of Special Health Care Needs
An Emergency Care Plan will be on file for any child with special health care needs (seizures,
etc). A copy of the Emergency Care Plan must be kept in the classroom emergency binder. All
staff working in the classroom must familiarize themselves with this plan, should an emergency
arise. If necessary, staff will receive training regarding a child’s specific health care needs.

Emergency Medical/Dental Procedure

It is important that parents complete and update, as needed, an Emergency Contact and
Parental Consent Form. This form contains contact information for both the parents as well as
the individuals authorized to pick up the child in the event of illness or emergency. In addition,
the form allows [Center Name] staff members to seek emergency medical or dental care from
authorized care providers in the event of serious injury. It is the responsibility of the parent to
complete this form and to make corrections to this information when necessary.

● If a child becomes ill or injured after arriving at the center, the [appropriate center
contact] will attempt to contact the parent(s) at all available telephone numbers. If a
parent cannot be reached, the individuals listed as emergency contacts/authorized pick
up persons on the Emergency Contact & Parental Consent form will be called.
● Children who are ill or seriously injured will be sent to the office and remain under the
supervision of the [appropriate center contact] until a parent arrives.
● If the child requires immediate medical attention: The staff member who witnessed the
emergency situation will remain with the injured child and instruct someone else to call
911. If no one is available, first ensure the child is stable and if possible, bring the child
with you to call 911.
● A staff member who witnessed the emergency situation will accompany the child to the
hospital, bringing the child’s physical exam, immunization records, and Emergency
Contact & Parental Consent Form.
● The [appropriate center contact] will contact the parent(s).
Sunscreen & Insect Repellent
All families will be required to supply sunscreen for their child/ren for outdoor activities. A
permission slip must be on file before sunscreen will be applied to a child. Sunscreen must be
[SPF level] or above, and will be applied by classroom teachers regularly throughout the day.
Parents are encouraged to apply insect repellent to their child before arriving at [Center Name]
for the day, as [Center Name] staff are not permitted to apply insect repellent.

Mandatory Child Abuse Reporters

As childcare professionals who interact with children on a daily basis, each staff member of
[Center Name] is a mandatory child abuse and neglect reporter and must contact the [State]
Department of Human Services whenever abuse or neglect is suspected.

Tobacco Use
Cigarettes/ Vapes and smokeless tobacco products are prohibited on premises, including
parking lots and outdoor play areas.
Access Policy
Any person in the center who is not an owner, staff member, substitute, or subcontracted staff
or volunteer who has had a record check and approval to be involved with child care shall not
have unrestricted access to children for whom that person is not the parent, guardian or
custodian, nor be counted in the staff to child ratio. Unrestricted access means that a person
has contact with a child alone or is directly responsible for child care.

Persons who do not have unrestricted access will be under the direct supervision and
monitoring of a paid staff member at all times and will not be allowed to assume any child care
responsibilities. The primary responsibility of the supervision and monitoring will be assumed by
the [appropriate center contact] unless he/she delegates it to the [appropriate center contact]
due to a conflict of interest with the person. [Center Name] Buildings are locked at all times and
only staff may open doors for visitors. If staff doesn’t know the visitor they shall ask for ID or get
the [appropriate center contact]. Center staff will approach anyone who is on the property of the
center without their knowledge to ask what their purpose is.

If a staff member is unsure about the reason, the [appropriate center contact] is to get approval
for the person to be on site. If it becomes a dangerous situation, staff will follow the “Dangerous
Adult” procedure. Non-agency persons who are on the property for other reasons such as
maintenance, repairs, etc., will be monitored by a paid staff member and will not be allowed to
interact with children on the premises.

A sex offender who has been convicted of a sex offense against a minor (even if the sex
offender is the parent, guardian, or custodian) who is required to register with the [State] sex
offender registry:
● Shall not operate, manage, be employed by, or act as a contractor or volunteer at the
child care center.
● Shall not be on the property of the child care center without written permission from the
[appropriate center contact], except for the time reasonably necessary to transport the
offender’s own minor child to and from the center. The [appropriate center contact] is not
obligated to provide permission and must consult with their licensing agent first.

Affidavit Policy
At times families may be dealing with difficult situations at home. When legal matters are
present in the home, families may need to collect affidavits for their legal team. Due to the
nature of the relationship between caregiver and child, families may choose to ask a [Center
Name] staff member to provide such a statement. Our program’s priority is providing the best
possible care when children are away from home and our focus will remain on the child, making
sure all their needs are met during what could be a difficult time at home. [Center Name] staff
members will not provide written statements or affidavits of a professional nature to families.
Guidance Strategies
Reasons for Misbehavior
Every adult who cares for children has a responsibility to guide, correct, and socialize children
toward appropriate behaviors. These adult actions often are called child guidance and
discipline. Positive guidance and discipline are crucial because they promote children's self-
control, teach children responsibility and help children make thoughtful choices. The more
effective caregivers are at encouraging appropriate child behavior, the less time and effort
adults will spend correcting children's misbehavior.

Effective guidance and discipline focus on the development of the child. They also preserve the
child's self-esteem and dignity. Actions that insult or belittle are likely to cause children to view
their caregivers negatively, which can inhibit learning and can teach the child to be unkind to
others. However, actions that acknowledge the child’s efforts and progress, no matter how slow
or small, are likely to encourage healthy development. Teaching children self-discipline is a
demanding task. It requires patience, thoughtful attention, cooperation, and a good
understanding of the child. [Center Name] staff will use only positive guidance techniques.

When interacting with young children, staff should ask themselves the following questions: “Am
I...”
● Validating feelings?
● Asking open-ended questions?
● Encouraging problem solving?
● Respecting children’s choices?
● Using praise and positive reinforcement?
● Talking with children – not at them?
● Circulating throughout the classroom?
● At the child’s eye level?

Understanding Misbehavior
If caregivers understand why children misbehave, they can be more successful at reducing
behavior problems.

Listed here are some of the possible reasons why children misbehave:
● Test whether caregivers will enforce rules.
● They experience different sets of expectations between school and home.
● A child does not understand the rules, or are held to expectations that are beyond their
developmental levels.
● They want to assert themselves and their independence.
● They feel ill, bored, hungry or sleepy.
● They lack accurate information and prior experience.
● They have been previously "rewarded" for their misbehavior with adult attention.

Preventing Misbehavior
Intervention strategies include but are not limited to the following:
 1. One-on-one relationships building activities such as the I Love You Rituals
2. Utilize mental health, social workers, and psychologists in service of the child and family.
Refer to special needs programs if available.
3. Class-made books individualized for the student. Individual picture cards to support
behavioral expectations.
4. Ways for the student to be of service to the school, others or his or her community.
5. Noticing and describing the child’s body, face and actions, labeling of feelings, and
acknowledging or true intent.
6. I Am: Feeling Chart, I Choose: Self-Control Board, and intense work with the Feeling
Buddies.
7. Assessing, teaching, or scaffolding missing executive skills.

Biting Program
Before age three, biting is somewhat common. When a child repeatedly bites:
1. Identify stressors—not enough structure, too much structure, not enough rest, eating,
bowel habits, connection, attunement, etc.
2. Start a stress reduction program at home and school.
● More touching (skin to skin), massage games (I’m saying goodnight to your legs,
arms, hands, fingers, head, etc.)
● I Love You Rituals with attuned interactions
● Chest and lap time
● More schedules and routines
3. Shadow the child and use a teething necklace. There is nothing you can do to help a
child learn other ways of getting needs met after the bite has occurred. You must catch
the child before the bite. Most bites occur during transitions and unstructured time. Have
a person shadow the child who is biting. When the child begins to bite:
● Toss the teething cloth into the child’s open mouth. The mouth will close.
● Firmly say, “STOP. No bite! Ouch! (make pained face) Biting hurts.”
● Say, “You wanted _____(take an educated guess as to what the child wanted).
Say _____ (acceptable words) or do _____(acceptable action)!”
● Make visuals of alternatives to biting: Say, “My turn,” put up a STOP hand, play
with a different toy, move away, etc.

While biting is an age-appropriate behavior, it is important to remember it is also an

unacceptable behavior in a childcare environment.

Severe Biting Policy

The following process will be followed if a child’s behavior continuously takes away from the
care or safety of others.
● Meeting with parent, teacher, administration to discuss a plan of action to increase
positive behavior at school and home. If necessary, an evaluation will be recommended
for the child and the parent will be supplied contact information for the evaluation. If an
evaluation is recommended, the parent will have [amount of time] to make the
appropriate connection and [amount of time] for the evaluation to take place/be
 scheduled. All documentation must be provided to the office. Failure to respond in a
timely manner may result in the child’s expulsion from the program.
● Logs must be kept to seek out triggers and patterns for repeated undesired behavior.
Upon written request, these logs will be made available to the parents and/or evaluator.
● If aggressive behavior/ biting occurs two times in the same day the child must be picked
up from the center immediately. The child will be removed from the classroom while
waiting to be picked up. If the behavior occurs a third time in the same week, the child
must be picked up immediately and take the following day of.

Home and School Partnership

Brightwheel
Brightwheel is an app to help parents stay connected with their child and teacher during school
hours. This is where you can communicate directly with your child’s teachers throughout the
day. It can also be used to pay your bill with [Center Name].

Talk to [appropriate center contact] to get set up.

New Family Orientation

Each family is strongly encouraged to schedule a time with the [appropriate center contact] to
complete a “New Family Orientation.” This orientation is a great time for parents to drop off
routine care items (diapers, bottles, etc.) as well as an opportunity to participate in a portion of
classroom activities with their child, familiarizing themselves with their child’s routines at [Center
Name]. Important policies and procedures are also reviewed with the [appropriate center
contact] at this time, as well as the paperwork required for enrollment completed. Typically,
“New Family Orientation” is scheduled [amount of time] prior to the start date.

Daily Communication
[Center Name] uses Brightwheel to communicate, share photos, notes and incidents.

Newsletters
A [frequency] newsletter will be posted on the bulletin board in your child’s class. If you sign up
for Brightwheel a copy will be sent to you. This newsletter provides you with general information
and announcements about the center and the detailed weekly themes and announcements.

Cultural Competence
[Center Name] is committed to respecting each child’s and family’s culture and diverse needs.
We recognize that culture influences every aspect of a child’s development and is reflected in
childrearing beliefs and practices. We believe it is important to support and preserve the child’s
home language usage, faith and beliefs, and cultural traditions. We recognize that children can
and will acquire the use of English even when their home language is used and respected.

[Center Name] carries out this philosophy of cultural competence in the following ways:
● Families are treated with respect and sensitivity from our first meeting.
 ● Families’ financial limitations are respected when planning for activities that could
potentially result in additional costs, through the acceptance of DHS payments, and clear
understanding of payment expectations from the time of enrollment.
● We attempt to learn accurate information about each family, their culture, faith and
beliefs, and cultural traditions (we encourage each family, if they feel comfortable, to
share this information with us at the time of enrollment). This information is part of the
child’s daily plan as it relates to meals and snacks, holiday recognition, etc.
● Families are encouraged to be actively involved in what their child is doing in our
program through family “homework”, dress up days, holiday parties, and volunteer
opportunities such as chaperoning field trips.
● Families are asked to inform us of the best way for them to receive communication (i.e.
verbal, written, text, email, etc.)
● Families where English is their second language are encouraged and assisted in
becoming knowledgeable about the cognitive value for children of knowing more than
one language and providing them with strategies to support, maintain, and preserve their
home language. [Center Name] will continue to acquire training annually to further our
knowledge of culture, language, and diversity.
Room Transitions
Your child will transition to a new classroom when he/she has reached the developmental
milestones for a particular classroom. As the time for a transition to a new room approaches,
you will receive a letter containing information about your child’s transition into his/her new
classroom. Both your child’s current and future teacher is available to address any questions or
concerns you have during the transition process. Before the transition into a new classroom has
been completed, parents are encouraged to schedule a meeting with the new teacher in order
to familiarize themselves with the new classroom, children, and curriculum.

Parent Participation
Parent participation is strongly encouraged in our program. Some possible opportunities to
participate and contribute to your child’s [Center Name] experience:
● Field trip transportation and supervision
● Leading or assisting special projects (sewing, carpentry, cooking, etc.)
● Construction or collection of raw materials for art projects, dramatic play props, etc.
● Eating lunch or snack with your child – please inform the teachers one day in advance
● Volunteering in your child’s classroom

Program Evaluations
[Center Name] asks parents to complete a program evaluation annually. The information
gathered from these anonymous surveys is used by the staff to develop goals for our center and
to improve the overall quality of care at our center. A parent’s point of view is different from a
teacher’s point of view. Therefore, parent feedback on the program evaluations is very important
to the success of our program and satisfaction of our families.

Questions/Concerns
If you have a question or concern, do not hesitate to bring it to the attention of the teacher most
directly involved.

If the concern is not resolved, the [appropriate center contact] can be reached at [phone
number] or [email address].

The [appropriate center contact] is available to assist parents and staff in resolving concerns.

Emergency Procedures
Fire, Tornado, Bomb, or other Emergency Situations
Fire regulations and tornado warning procedures are posted near the exits in each classroom.
Fire and tornado drills are conducted every three months; all classrooms are required to
participate. In the event of a fire, bomb threat, or other evacuation emergencies, the children
and teachers will immediately leave the building and go to each class’ designated spot. Once all
children are accounted for all classes will meet at [meeting location].

In case of a tornado, each classroom has a designated area to seek shelter until the emergency
is over. Parents will be called as soon as safely possible following an emergency situation. For
the safety of children, parents, and staff, we ask that parents do not attempt to pick up their child
during an emergency situation.

Blizzard/ Severe Winter Weather

The [appropriate center contact] will monitor the weather and local news stations throughout the
day to determine when it is appropriate to close the center early or cancel care for the following
day. The [appropriate center contact] will post on Brightwheel to inform parents of the situation.
Routine classroom activities will continue until parents arrive.

Missing or Abducted Child

In the event of a missing child, the [appropriate center contact] will search for the child in the
immediate area, while another staff member calls the [appropriate center contact] to help with
the search.
● If the child cannot be located in a reasonable amount of time, the Director will notify the
[Local Community] Police Department and the child’s parents.
● In the event of an abducted child, the [appropriate center contact] must immediately
contact the [appropriate center contact] and the [Local Community] Police Department,
and the child’s parents.

Power Failure
Staff members and children should remain in the classroom and if possible, proceed with
activities as usual, or may go to the outdoor playground until power resumes.
● If power cannot be restored within a reasonable amount of time, the center will close and
parents contacted.
 ● [appropriate center contact(s)] are responsible for contacting parents to inform them of
the closing and of the need to immediately pick up their child.
● Activities will resume as possible until parents arrive.

Special Needs Care Policy

[Center Name] is committed to the principle of inclusion and complies with the Americans with
Disabilities Act. We are committed to every child equally, regardless of their special needs, and
will commit to learning more about each child’s specific needs and finding the best resources
necessary to accomplish our common goal of finding the best care for each child. We believe
that including children with special needs can enrich the experience of learning for all children
and [Center Name] will make accommodations for children with special needs within the
guidelines of ADA.

To assure that we are meeting the individual needs of each child enrolled with an identified
special need, the following procedures and programs are followed:
● Staff receive ongoing training on inclusion and special needs as related to the specific
needs of enrolled children.
● Confidentiality of children and families is respected and maintained at all times.
● Children with special needs will be included and encouraged to participate to the fullest
extent of their abilities.
● Staff and families collaborate to meet the individual needs of the child.
● Communication with families is ongoing and is responsive to the needs of families.
● Physical environment is free of barriers.
● A variety of teaching strategies are used to meet the individual needs of each child.
● An individualized special needs care plan will be created with help of the
parent/guardian, doctor, and [Center Name] to ensure that all parties are aware of the
care practices which need to be in place.
● The special needs care plan will be completed annually or more frequently at the request
of the parent/guardian or child’s doctor.

Covid-19 Closing Billing Protocol

If your child’s building closes due to a Covid case or state-mandated government shutdown
tuition will be reduced to [percentage] the cost during the shutdown unless state grants are in
place to cover the loss.

[Center Name] Handbook Agreement

You can find the [Center Name] Handbook agreement at [location of file]. A handbook
agreement must be signed and initialed before your child starts their first day.