How Do I Word This: Teachers Paying A Term Fee If They Change Their Minds Before Aug?

[TaylorTots]

I have current teacher clients that have spots waiting for them in the fall for returning children. I don't charge a fee as I basically have summers off (only one non-teacher part time family in care). And I like it that way.

I would like my parents to sign a letter of intent to enroll that says if they change their mind anytime between now and then, I will receive tuition payment for the first two weeks. As in if mid-summer or even right before school starts they say "hey, not sending my kid there" or "our plans changed" etc. I get 2 weeks of pay for a term notice.

1) Is this reasonable since I don't charge a holding fee (and don't want to)?

2) How would you say this? Can someone help me in writing that notice? My wording above is horrible :P

[NeedaVaca]

You might have a harder time collecting once they change their minds. Would you consider a deposit for the first 2 weeks of care when they return in the fall? Can be used towards first two weeks of care but non refundable if they decide not to come back.

[craftymissbeth]

Do you charge a security deposit at all?

If not, for new teacher families maybe you could charge a security deposit in order to hold their spot for fall? If they decide not to stay with you in the fall they'd lose their deposit OR the deposit is good for their last two weeks of care if they leave during the school year.

For current families, I think that's a great idea to charge them for the first two weeks if they don't give you a reasonable amount of notice... 30 days? 60 days? 90 days? Something like that.

I would even consider drafting new contracts altogether that include this policy rather than having a separate form.

[craftymissbeth]

You might have a harder time collecting once they change their minds. Would you consider a deposit for the first 2 weeks of care when they return in the fall? Can be used towards first two weeks of care but non refundable if they decide not to come back.

[daycare]

teachers or not, everyone of my families must enroll all over again for fall. I do require a deposit up front when they enroll and despite a 30 day notice or not, I keep the deposit of $450 per child if they decide to pull after July 15.

I have never had a family do it and I like that if they pull the plug that I get a full 30 days with half of a months pay to find a new child to take the spot

sorry I had to edit to say that if they pull out after july 15 they lose their deposit

[spinnymarie]

In my mind that basically is a holding fee, especially if you use it as a deposit. My teacher families pay a $150 in May to come back the following year, which is applied to tuition in August if they do come back. Essentially the same as what you're saying since they aren't out any money as long as they come back, but it's easier to have collected it while they are still here and planning to come!

[TaylorTots]

Do you charge a security deposit at all?

If not, for new teacher families maybe you could charge a security deposit in order to hold their spot for fall? If they decide not to stay with you in the fall they'd lose their deposit OR the deposit is good for their last two weeks of care if they leave during the school year.

For current families, I think that's a great idea to charge them for the first two weeks if they don't give you a reasonable amount of notice... 30 days? 60 days? 90 days? Something like that.

I would even consider drafting new contracts altogether that include this policy rather than having a separate form.

I am in the process of drafting up new contracts/handbooks/everything right now as I am switching to the school calendar as of Aug 2015. I like the 30-60 day notice (maybe right in the middle @ 45) addition to the contract for those absent for the summer.

I don't want a security deposit or holding fee situation - at least with my current enrolled. I want an enforcable penalty for late notice of cancelling care so that I am not completely out if they change something.

[craftymissbeth]

I totally understand not charging a holding fee or security deposit for currently enrolled families.

[gracepatiencelove]

My plan for my teacher families/interested teach families is to require 2 weeks deposit non refundable if they want a fall spot and contact me before hand/take summer off/what have you.

[daycare_jen]

this is something I have been trying to figure out for myself... I currently watch for one teacher family with three kids. They are my only family right now, I will be advertising in a couple weeks for another teacher dck or two from same family. I am legally unlicensed, so my numbers are kept low. I have watched the current dcf for a couple of years, but since I am adding another family, I wanted to be more formal with my arrangements... I am asking that contracts be returned by the last date of school this year and that spots will be advertised after that date if contract has not been received. I am beginning a two week deposit that will be applied to last two weeks of care if two weeks' notice has been given and if the contract is terminated by the family during the summer, I will keep the deposit.

I have gone back and forth about it. I didn't want to ask my current family for a deposit and decided to waive it this year for them, but for next year they will be aware of it and will need to give me a deposit. I am also giving them some leeway this year by giving them until the end of June to decide if they want to come back. I think they will, but I did make some changes to our agreement (weekly rate is based on enrollment and not attendance is the big one) so there is a possibility they won't. Since all of this will be new to them, I am giving them extra time this year only.

Edited to add: At one point, I was thinking I did not want to do a deposit, that I wanted to do a cancellation fee if they terminated in the months of June, July, or August after the contract for the year was signed. I really wanted to go that route, but decided trying to collect that fee would be difficult. Also, if my current dcf only had one kid, I probably wouldn't collect a deposit from them in the future... but since three of my spots are held by them, if they cancelled on me in the summer, I would probably have a hard time finding three teacher kids to fill right away. I'm letting it go this year as I'm changing our current set up, but I will need the security of it the next summer.

[cheerfuldom]

I am in the process of drafting up new contracts/handbooks/everything right now as I am switching to the school calendar as of Aug 2015. I like the 30-60 day notice (maybe right in the middle @ 45) addition to the contract for those absent for the summer.

I don't want a security deposit or holding fee situation - at least with my current enrolled. I want an enforcable penalty for late notice of cancelling care so that I am not completely out if they change something.

the problem is though that the only way to enforce it after the fact is to take a family to small claims court. if they are going to skip out on you right before the school year, they most likely are not going to agreeably hand over the penalty fee. your best bet is to get it now and apply it to the fall after they return. you could set up a payment system if they need a few weeks to get it together right now. I would also include a plan for if they come back and term within that first month (assuming they were just coming back for a bit to not lose on that fee). see what i mean?

[daycare_jen]

. I would also include a plan for if they come back and term within that first month (assuming they were just coming back for a bit to not lose on that fee). see what i mean?

this is something else I have struggled with... I can totally see someone finding another dc to start with two weeks after school has started, keep their kids with me for the first two weeks, giving me notice the first day. I have not been able to come up with a plan to avoid that :confused:

[TaylorTots]

the problem is though that the only way to enforce it after the fact is to take a family to small claims court. if they are going to skip out on you right before the school year, they most likely are not going to agreeably hand over the penalty fee. your best bet is to get it now and apply it to the fall after they return. you could set up a payment system if they need a few weeks to get it together right now. I would also include a plan for if they come back and term within that first month (assuming they were just coming back for a bit to not lose on that fee). see what i mean?

Hmmm, good thoughts. Very helpful. I think I will have to mull this over a little - some excellent suggestions! Thank you!!

[Unregistered]

Why are you opposed to a deposit or holding fee?

[daycare]

Why are you opposed to a deposit or holding fee?

Because you are losing money when you hold a spot for any length of time without pay.