Need Help On How To Explain To DCM

[3myjob]

It rolled around to the time of year when I have all my families update their paperwork and re enroll. Paperwork was handed out March 30 and they were to return it completed April 13.

March 31 I gave a new family a tour. They needed care for their son and was also expecting a baby in September. They were an excellent fit to my group. I told them I couldn't guarantee them a slot for their baby but would most definitely have room for their oldest. They said they would think on it and get back to me.

If this family decided to enroll he would replace 1 of the following families.

Family #1: This is a family with a well behaved DCG but DCM is rude and the type if you give her and inch she will take a mile. I've been dealing until I found a new family to make a financial transition easy.

Family #2: DCD got a job in another state. DCM and DCG have stayed here until they get everything settled there (she finds a job, they get a house, etc.) DCM plans to move in June but hasn't gave official notice as she can't move until everything gets settled.

Family #3: DCM works at a school and is expecting a baby in the fall. Originally she planned to pay a holding fee for the summer and her DD would return in August but the school gave her the option to take off the entire first semester.

So I gave Family #2 and #3 a heads up. That I interviewed a promising family and that official decisions by the time their paperwork is due would be helpful. Family #2 re enrolls they won't be able to move when originally planned.
Family #3 decides that they will not re enroll. That after the baby arrives in the fall they will call and see if I have openings at that time.

Literally that afternoon the new family calls and asks if I would be willing to watch their son. I said yes! I also explained to them that upon completion of their 10 day trial period we would revisit the infant's opening.

So fast forward a week and new DCB has his first day of care yesterday. DCM from family #3 sees him when she comes to pick up her DD. She asked if he would be a full timer and I answered yes.

Family # 3 shows up this morning and says that she signed the new contract (a week late) and that she decided to go back to work in August. As she walked out the door she says..I'll discuss it with you when I come to pick up DD this afternoon.

Do I explain it to her like this?

You were the last one to turn in your enrollment paperwork as well as told me that you would not be returning until January and didn't want to pay to hold a slot. Upon that news I enrolled a new family and unfortunately cannot guarantee you a slot. I encourage you to check back with me when you are needing childcare and I will let you know at that time if you have openings.

[Blackcat31]

You turned your paperwork in after the deadline and I already made the necessary changes according to who was and wasn't returning. I enrolled a new family and unfortunately cannot guarantee you a slot. I encourage you to check back with me when you are needing childcare and I will let you know at that time if you have openings.

Try this instead

[DaisyMamma]

It sounds to me that family #2 may not be around very long. You can also mention that to family #3 when explaining "you snooze, you lose", oh I mean, you already informed me that you weren't coming back. I'm so so so sorry, but I no longer have room. But keep checking back and we will see what openings come up.

[daycare]

as usual, Cat has great words to use with this mom.

not saying that you didn't, however, I make it very clear when important changes are taking place or when important paper work is due. When I did not receive this person's paper work one day before the deadline, I would have been reminding them of what will happen if they don't return it on time. I would be asking them are you coming back yes or no. I don't do verbal anything. If they said NO, I am not coming back in the fall, then I would have said, I need this in writing by XYZ date. If XYZ date came and she did not return the written termination, I would have done one of two things.

1. I would talk to DCM and say since I did no get a term letter from you, I am expecting DCK for the fall? I will need a secutiry deposit to hold his spot.

2. I would type up a term letter stating per our conversation on *** date, I am withdrawing your child from my care starting *** date.

All that I am saying , is don't go off of words. and if you do, follow it up with paper that they have to read, understand and sign.

But since you are at this point, I would say what cat said.....word for word

[DaycareMama]

I agree with Blackcat also

[3myjob]

You turned your paperwork in after the deadline and I already made the necessary changes according to who was and wasn't returning. I enrolled a new family and unfortunately cannot guarantee you a slot. I encourage you to check back with me when you are needing childcare and I will let you know at that time if you have openings.

Try this instead

Thank you blackcat! You've been very helpful to my business lately and I greatly appreciate it happyface

as usual, Cat has great words to use with this mom.

not saying that you didn't, however, I make it very clear when important changes are taking place or when important paper work is due. When I did not receive this person's paper work one day before the deadline, I would have been reminding them of what will happen if they don't return it on time. I would be asking them are you coming back yes or no. I don't do verbal anything. If they said NO, I am not coming back in the fall, then I would have said, I need this in writing by XYZ date. If XYZ date came and she did not return the written termination, I would have done one of two things.

1. I would talk to DCM and say since I did no get a term letter from you, I am expecting DCK for the fall? I will need a secutiry deposit to hold his spot.

2. I would type up a term letter stating per our conversation on *** date, I am withdrawing your child from my care starting *** date.

All that I am saying , is don't go off of words. and if you do, follow it up with paper that they have to read, understand and sign.

But since you are at this point, I would say what cat said.....word for word

Lesson learned!

I do have in my handbook that they need to give me 30 days written notice. We had a conversation...She had said "Since DCG won't be returning in the fall I just won't bother filling out the paperwork and will give you a call after the baby is born." I said "Alrighty, that works!". I let it slide in my mind since her paperwork expires at then end of May anyways. Never would have crossed my mind that something like this would have happened..

I sooo should have reminded her then to get me something written. Or to have written something up and handed it to her.

And this is why I love this forum. Someone has always been around the block a time or two before you and can always tell you what's coming next

[3myjob]

It sounds to me that family #2 may not be around very long. You can also mention that to family #3 when explaining "you snooze, you lose", oh I mean, you already informed me that you weren't coming back. I'm so so so sorry, but I no longer have room. But keep checking back and we will see what openings come up.

You are right. There are a lot of factors they are waiting on to make it work so secretly I am hoping it doesn't. Which is very selfish of me but hands down she is the BEST DC parent I have ever worked for. Never questions the handbook and always always ALWAYS follows it to a "T."