Handbook Question

[Preschool/daycare teacher]

I have three questions actually. (1) Do you all recommend making my handbook as short and to the point as possible, or explaining parts of it to make it as clear as possible so they can't misinterpret anything?
(2) How can I make everything in my handbook legally binding? I know the contract is legally binding, but you don't put everything that's in your handbook in your contract also.
(3)I thought I'd have them initial after each section in the handbook, so they can't say they didn't know about a certain policy, but after they initial, do I have them return the handbook to me so I know they initialed and then give it back to them to keep for their reference? How do you go about that?

[frugalmama4]

Hi,

Have you did a search under tags for this topic...their is a lot of information on this site.

My handbook is 27 pages long...and ever week it seems I need to add something ...these parents .

My contract "financial agreement" is two pages front/back and only covers the policies on $$$. i.e. "pmt due date, types of pmt, vacation,late fees, hold fee, discount ect.

I email a copy of my handbook once enroll "cuts back on paper/ink" my enrollment packet has a page/area the parent signs stating they read/received a copy of the handbook. I also go over it during the interview.

I'm learning in this business having a signed contract is a good thing, however if a parent ever skips out on you...you still have to be the one that pays court cost, take time off to go to court...so is it worth it??? Not for me, I have it in my policies pmt is due on Fri for the upcoming week if not paid by monday...child my not return to care. NO Love lost...

Hope this is helpful.

[MarinaVanessa]

(1) Do you all recommend making my handbook as short and to the point as possible, or explaining parts of it to make it as clear as possible so they can't misinterpret anything?

I think that depends on your program and how you want to run it. If you are more relaxed and easy going then a short simple to the point handbook is all you need. If you are very particular about how your policies and want little or no wiggle room or room for misinterpretation then a more detailed and thorough handbook will serve you better. I personally am firm with my policies so my handbook is long and detailed, a DC provider friend of mine has only a contract and no handbook. It's all up to you .

(2) How can I make everything in my handbook legally binding? I know the contract is legally binding, but you don't put everything that's in your handbook in your contract also.

Sure you can make it legally binding. Just add a clause in your contract that includes your handbook. For example, here's what mine says ...

"This portion of the contract pertains to the policies set forth in the [Daycare Name] Policy Handbook Parent’s Guide governed by [Daycare Name]. It is the client’s responsibility to read the policy handbook completely before signing. It is the client’s responsibility to abide by all of the policies stipulated in the [Daycare Name] Policy Handbook, Parent’s Guide in conjunction to this contract."

(3)I thought I'd have them initial after each section in the handbook, so they can't say they didn't know about a certain policy, but after they initial, do I have them return the handbook to me so I know they initialed and then give it back to them to keep for their reference? How do you go about that?

I personally have my contract separated into sections and have my clients sign after each section. The very first section talks about following the policies in my handbook and they sign afterwards. For me this has been enough. To me it would seem wasteful to have them initial a handbook and then have to copy it in order to give them a copy and keep a copy. I just copy the contract and give them a handbook and keep the original contract in their file along with all of the other original forms I require.

My contract is separated into the following sections:

• ITEM ONE: [Daycare Name] Policy Handbook, Parent’s Guide
• ITEM TWO: Business Hours, Hours of Care, Additional Care Available
• ITEM THREE: Terms of Payment and Fees
• ITEM FOUR: Holidays, Vacation, Personal Days & Attendance
• ITEM FIVE: Illness Policy
• ITEM SIX: Termination Procedure

These are the most important policies for me and they sign after each section. Some Items are broken down even further and are briefly but clearly outlined and the handbook includes everything in my contract plus more and in more detail. What you can do is add a part in your contract that outlines your handbook and has a space for them to initial there. That way they don't have to initial the handbook itself just a portion of your contract where it says that they have read, understand and agree to follow your policies in the handbook which will have each part of your handbook initialed by them.

[Laurel]

I have three questions actually. (1) Do you all recommend making my handbook as short and to the point as possible, or explaining parts of it to make it as clear as possible so they can't misinterpret anything?
(2) How can I make everything in my handbook legally binding? I know the contract is legally binding, but you don't put everything that's in your handbook in your contract also.
(3)I thought I'd have them initial after each section in the handbook, so they can't say they didn't know about a certain policy, but after they initial, do I have them return the handbook to me so I know they initialed and then give it back to them to keep for their reference? How do you go about that?

I have a parent/provider agreement that they sign. I have no handbook. My agreement is two and a half pages.

I have the basic information in there such as hours/late fees; what they need to bring; meals; records and forms I need; sick policies; discipline policies; holidays and fees. I also attach a Fee Schedule.

My provider friend has one page of Guidelines.

Anything else that comes up, I wing. I've never had a problem. Neither does she.

For example, I don't like little girls to wear necklaces or tiny hair barrettes but I don't have a written down policy about it. If they come in wearing jewelry, I'll just say "Oh she looks so cute but I've had problems with babies pulling out those little barrettes and trying to eat them so as a safety precaution I ask that they not be worn." With necklaces..."Other children pull on them and break them or the child wearing them sometimes chews on them so they can't be worn at daycare. I'm sure you can understand." Big Smile!

I handle all issues like this. Only the really important things are in the agreement. I also really don't expect people to remember everything in the agreement. So if something is coming up, I either tell a parent or send home a reminder to all parents.

Example: It is cold and flu season. Remember, all medicines need to be in their original container and clearly marked...blah, blah, blah. That kind of thing.

Laurel

[dave4him]

I am trying to revise my handbook. Can anyone share theirs with me so I can see if I am missing anything?

[EntropyControlSpecialist]

I have three questions actually. (1) Do you all recommend making my handbook as short and to the point as possible, or explaining parts of it to make it as clear as possible so they can't misinterpret anything?
(2) How can I make everything in my handbook legally binding? I know the contract is legally binding, but you don't put everything that's in your handbook in your contract also.
(3)I thought I'd have them initial after each section in the handbook, so they can't say they didn't know about a certain policy, but after they initial, do I have them return the handbook to me so I know they initialed and then give it back to them to keep for their reference? How do you go about that?

My Parent Handbook grows in length monthly, it seems. It is currently 10 pages long and is as "to the point" as I could possibly make it.

I have them sign and date a Parent Handbook Agreement form IN ADDITION to the contract.

PARENT/GUARDIAN

I have received a current copy of the Parent Handbook. I acknowledge and agree to the policies obtained therein.
I know that I can view an updated copy of The Parent Handbook at any time at www._________.com.

I also realize during my child’s enrollment at the school I will be informed from time to time, formally or informally, of various changes in ______’s policies. I understand that _______ reserves the right to change policies at any time with or without advance notice.

I further understand it is required for me to sign this form in order for my child to be enrolled at ______.
Failure to abide by the rules set forth in the Parent Handbook will result in the termination of our services with no refunds of any kind given.

[mamac]

I have a separate handbook that is strictly my policies, a handbook with information I am required to give them (safe sleep practices, lead poisoning, etc) and then I have a separate contract that they sign.

The contract is one sheet, double-sided, and that is the only thing they sign. I didn't want to end up filing a ton of paperwork so I didn't include any signatures in my handbook. I hate keeping more paperwork than I need to.

This is the part of the contract they sign.

AGREEMENT

I/we have read the XXXXXX Handbook and Contract and will comply with all the provisions contained therein. At this time I/we shall enter into contract with XXXXXXXXX for care of above named child/ren with the understanding that we shall work together on the behalf of the child/ren and accept this agreement as a binding contract.

This contract is subject to review and renewal on ______________. The provider reserves the right to amend the policies and procedures as may be deemed necessary. Tuition rates and fees may change periodically but not more than once per contracted year. Otherwise, this contract will remain in effect until the renewal date or upon termination of care as set forth herein.

Parent signatures...Date, etc.


I have discussed and reviewed this contract and policy handbook and agree to provide care for the above-indicated child/ren, to be placed in my home as long as the terms of this contract are upheld.


Provider signature...... date, etc

[mamac]

oops... double post

[Preschool/daycare teacher]

Thank you everyone! This really helps! Especially on the wording on your handbook part of your contract. Does anyone care to share their full contract with me that I could take from/edit/add to?

[MarinaVanessa]

Here's my contract:
Full/Part-time Contract

And Dave ... here's my handbook. HTH.
Policy Handbook

PS: You must have and be signed in to a google account to see the documents since they are in Google Drive. It's free to sign up.

[AmyKidsCo]

I thought that Tom Copeland said that a policy book can't be legally binding but a contract can, so unless you include your whole policy book in your contract you can't make the policies legally binding. I know he said that anything relating to time and money should be in the contract.

BTW, my book is 57 pages long and I add something every year. But it also includes a history of my program, daily schedule, and other info that isn't "policies"

[Cradle2crayons]

You could put in your contract a spot for them to sign saying they understand your policies, handbooketc and they've read it.... But the "legal" or money things always go into the contract...m

For instance, in my contract is my fees, contracted drop off and pick up, a clause saying if they are ill, decide not to come, etc they still have to pay.... And also on contract is a section saying " I have read the policies and procedures for xyz daycare and understand all policies" etc.... Also on my contract are late fees, any things at all dealing with money. So money,illness,smock days if you allow, vacation policy etc.

As far as my process of potty training that doesn't need to go on a contract anyway... And my policies about not bringing candy or chips or sodas etc.... That's nothing legal but just a rule of mine...

[AmyKidsCo]

Here's my contract:
Full/Part-time Contract

And Dave ... here's my handbook. HTH.
Policy Handbook

PS: You must have and be signed in to a google account to see the documents since they are in Google Drive. It's free to sign up.

I finally had time to browse your handbook and it's great! Many parts remind me of mine - great minds think alike, LOL. I "borrowed" a couple of ideas from your Provider Rights and Intentional Damages policies to add to my Security and Damage Fee policies.

PS - did you use a template for the format? It looks very professional.

[MarinaVanessa]

I thought that Tom Copeland said that a policy book can't be legally binding but a contract can, so unless you include your whole policy book in your contract you can't make the policies legally binding. I know he said that anything relating to time and money should be in the contract.

I think what this means is that all money and time issues should be named in your contract because this is the stuff that people go to court over. You can't sue a client because a DCK damaged your car intentionally if you don't have it in the contract for example. The policies are pretty much what you expect of your clients but not stuff that you would take them to court over like being late or blasting their music etc.

I finally had time to browse your handbook and it's great! Many parts remind me of mine - great minds think alike, LOL. I "borrowed" a couple of ideas from your Provider Rights and Intentional Damages policies to add to my Security and Damage Fee policies.

PS - did you use a template for the format? It looks very professional.

Steal away. There are parts in there that I have borrowed from other providers and of course parts that I added from discussions on this forum. It grows and grows every year. It's like a baby ::.

And yes I used a template from Word. I use Microsoft Word 2010 and found it under File>New>Books>Other Books>Professional Manual. I just took out the formatting stuff that I didn't want and added columns to it. If you want the template and can't find it in Word (if you use word) let me know and I can email it to you .

[rmc20021]

I have my 'policy' which outlines my expectations of the parents and children, as well as fees, schedules etc.

I also have a single sheet of which I have taken each of these 'items' and made it into a simple statement, such as 'I agree to ______________' and have the parent initial each of these items and I keep the copy of that. It just outlines the policy so I have evidence they agreed to all the things stated within the policy.

Then I have my contract which deals with tuition payments.

I also seem to add things as I go along and it got to a point that I felt as though each family had a 'different' policy as the things had been added along the way and I was no longer sure whether certain things was in which parents policy.

So that was my reasoning for updating my policy as completely as possible the first of April and making sure every family had the new updated policy and a new contract signed.

Since then, I have yet again come up with something I wanted changed. So now I have decided to add it into the current policy, but make a notation of the revision and when it was made so I could refer to it and compare dates to when families started so I would know whether the 'old' families had been informed of the new changes.

This can get so complicated sometimes!!!!!