Holidays Bringing Day Swap Request

[daycare]

My Policy states that we do not allow day swaps or change of schedule for PT spots. Any additional time used outside of these set time blocks and days will be at an additional rate of $55.00 per day with a 24 hour advance notice.

I have had many families tell me that they will be out for TG. so I will have 3 open spots as of right now that week.

I have 2 families that aged out of my program that will come back 3 days which leaves one spot left that I can fill. They pay a slightly higher drop in rate.

BTW the other families that are not in attendance do have to pay if they are here or not, so yes it is an opportunity for me to make more money.

I have two part time families that are asking to swap days. I told them yes, I have one spot left and the rate is $58.00 if you would like to take it.
THey are really mad and said well you are already paid for that spot by another family, so why do we have to repay for it.

Well lets see...................I did not answer them, and not too sure how.
They are trying to make me seem like I am selfish, which I am not at all. This is my contract, they signed it. If they didn't like it, they should not have signed up.

I have had ZERO sick days, Zero vacation this year, I have not closed at all except when we buried my 6 year old niece and even then it was only for half of a day that I closed. Now that I think about it my part time families don't even come the half Friday that I closed. I open early when they want and stay late when they want. so I guess this is how I justify it..

So they are still asking and I don't know what else to say other than this is our policy again. It's like they are poking me to try and get a different answer.

how would you proceed with this?

[Blackcat31]

My Policy states that we do not allow day swaps or change of schedule for PT spots. Any additional time used outside of these set time blocks and days will be at an additional rate of $55.00 per day with a 24 hour advance notice.

I have had many families tell me that they will be out for TG. so I will have 3 open spots as of right now that week.

I have 2 families that aged out of my program that will come back 3 days which leaves one spot left that I can fill. They pay a slightly higher drop in rate.

BTW the other families that are not in attendance do have to pay if they are here or not, so yes it is an opportunity for me to make more money.

I have two part time families that are asking to swap days. I told them yes, I have one spot left and the rate is $58.00 if you would like to take it.
THey are really mad and said well you are already paid for that spot by another family, so why do we have to repay for it.

Why is it $58 when you said $55 above?

Well lets see...................I did not answer them, and not too sure how.
They are trying to make me seem like I am selfish, which I am not at all. This is my contract, they signed it. If they didn't like it, they should not have signed up.

I did point out that I have had ZERO sick days, Zero vacation this year, I have not closed at all except when we buried my 6 year old niece and even then it was only for half of a day that I closed. Now that I think about it my part time families don't even come the half Friday that I closed. I open early when they want and stay late when they want.

So they are still asking and I don't know what else to say other than this is our policy again. It's like they are poking me to try and get a different answer.

how would you proceed with this?

Honestly, I just wouldn't let them swap days. They are part time and have set days and these open days are not one of them correct? If so, then just don't offer them the option to switch then.

I also agree that it isn't necessarily right to accept payment from two different families for the same days but see where this could happen with families who pay a weekly rate or flat fee.

What happens if the family that paid for the spot (but said they were going to be absent) suddenly comes back the night before and wants to use their space? Will they be allowed to or would you tell them no, the space is paid for and used by another family?

I think if you accept payment from a family for a space, that space is theirs to use or leave empty and if you want to get into the business of allowing families to fill spaces left vacant by absences then you should only charge the family actually using the space.

I have families pay according to enrollment...one weekly rate. Regardless of whether they use the space or not but if they don't use it, I just leave it empty. If another family wants to use the space, I might consider swapping days for them (on a one time basis) but I wouldn't feel right charging each family.

The part time family certainly wouldn't get the space free though..... I'd credit back the other family and charge the part time family their higher daily rate for it. IF I wanted to allow day swapping.

Personally I think this happens a lot during the holidays and I just tell families that I wont swap days over the holidays because it creates issues like this one and it's too sticky and complicated to deal with so I don't.

[midaycare]

I would just restate that it is your policy. I'm not sure what else to say to them - I let my families swap

[daycare]

Honestly, I just wouldn't let them swap days. They are part time and have set days and these open days are not one of them correct? If so, then just don't offer them the option to switch then.

I also agree that it isn't necessarily right to accept payment from two different families for the same days but see where this could happen with families who pay a weekly rate or flat fee.

What happens if the family that paid for the spot (but said they were going to be absent) suddenly comes back the night before and wants to use their space? Will they be allowed to or would you tell them no, the space is paid for and used by another family?

I think if you accept payment from a family for a space, that space is theirs to use or leave empty and if you want to get into the business of allowing families to fill spaces left vacant by absences then you should only charge the family actually using the space.

I have families pay according to enrollment...one weekly rate. Regardless of whether they use the space or not but if they don't use it, I just leave it empty. If another family wants to use the space, I might consider swapping days for them (on a one time basis) but I wouldn't feel right charging each family.

The part time family certainly wouldn't get the space free though..... I'd credit back the other family and charge the part time family their higher daily rate for it. IF I wanted to allow day swapping.

Personally I think this happens a lot during the holidays and I just tell families that I wont swap days over the holidays because it creates issues like this one and it's too sticky and complicated to deal with so I don't.

My rate is a flat monthly rate....sorry that was a typo on the rate.

Drop in rate for regular enrolled is 55
Holiday drop in rate is 58, the norm for drop in for my area is $65+

If the case was that one family said I am leaving and then decided not too, they would still need to tell me which in that case I would have to give notice to a drop in or have my own son go to grandma's. I have never had it happen as I don't normally book out every spot. I normally do leave one open.

[SignMeUp]

I do not have a good answer for you, as far as what to say, but I do know that around holidays I learned to be very careful about swapping days. I used to agree if I knew I had the room, but when I looked at the calendar I usually found that parents were swapping a closed holiday for a day of regular care, in effect taking away my paid holiday.
So now my answer is usually, no, sorry, I cannot swap

[Laurel]

Something similar happened to me once. A family was not going to use the day that they had paid for and another family had an emergency and I took them and they paid me. Regular family found out and was upset. At the time I just told them that since they didn't need the day and the other family had an emergency I let them come. (not a big emergency). I felt bad about it though. I was getting paid twice for the same spot. Things blew over as this was my best family of all time but I wish I would have refunded her for that day. I never did that again.

On one hand, yes they abandoned the space and all parents have to still pay when their child doesn't come. On the other hand, it just felt a little off and not really fair.

Laurel

[daycare]

Something similar happened to me once. A family was not going to use the day that they had paid for and another family had an emergency and I took them and they paid me. Regular family found out and was upset. At the time I just told them that since they didn't need the day and the other family had an emergency I let them come. (not a big emergency). I felt bad about it though. I was getting paid twice for the same spot. Things blew over as this was my best family of all time but I wish I would have refunded her for that day. I never did that again.

On one hand, yes they abandoned the space and all parents have to still pay when their child doesn't come. On the other hand, it just felt a little off and not really fair.

Laurel

one thing that I did not mention is that the number one main reason that I do this is because of my insurance coverage.

I have a very HIGH insurance coverage for my program and I pay by the spot. I am allowed only so many spots per day. When I contact families I set them up on the insurance based off of their scheduled days.

PT families are set up to only be covered on the days that they attend. So if they come on an off day, I have to add that child to the insurance, which is super easy, but it cost me $12.00

I chose to do it this way so that I could have the most insurance for my program and for it to be affordable. I have done it this way for a year and it has worked great so far.

The insurance does not allow me to transfer coverage, so the fee is not avoidable.

[midaycare]

I might have totally misunderstood the question with my previous post. Okay, yes, I let parents switch days, but I don't charge them extra.

For example, next week I am closed Thursday and Friday. I have 3 clients who come only on Thurs-Fri, and currently one space each on Mon, Tues, Wed.

One client is switching to Tues & Wed and I'm not charging a fee. I don't really care - I still get Thurs & Fri, dcg still gets to come, all is well.

One client is traveling on Wed, so a Thurs/Fri client will take that day. Again, I won't charge.

Perhaps I am losing out on some money making opportunities, but I'm okay with that. I just treat the parents how I wish I was treated when I had ds in dc.

[spinnymarie]

Regardless of the ethics on filling paid spaces with other paid clients, I think this particular family knows they need to pay and I would respond to them by repeating the policy. It is none of their business whether someone else is filling an empty space or paying for anything. For all they know, it could be some relatives whose children you are watching for free filling spaces and it doesn't matter because the policy is that if you want to switch, you pay for your regular days and pay a drop in rate for the new day.
Unfortunately, DCM, day-switching will require an extra $58 for that particular day. If you aren't interested in that day, your fees will remain the same as usual. Thanks.

[daycarediva]

It's in my contract that I don't allow day swapping for PT clients, additional days are billed as extra and at the drop in rate. I typically don't have the available days anyway.

I send home reminders of this in the newsletters before holidays.

This year, I have one family who is FT and not attending the week of thanksgiving or the week of Christmas. I had a PT family ask for extra days those weeks specifically. I just said no, not available. I'm already being paid for the space, and I enjoy a lighter load every now and then.

IF I were to agree to the additional days, I would bill the PT family extra, and credit the FT family for those days. I would still make more money (difference between regular and drop in rate).

[rosieteddy]

If a parent tells me they are not coming on a certain day and I choose to give their spot to someone not their bussiness if I am paid.You are the boss and if you want a regular work load so be it. I do not allow them to change their minds if I have filled the spot. I may take my grandsons and then would not have the space for them. I do charge a daily fee to add days and do not allow switching to avoid paying for holidays or my time off.

[Laurel]

one thing that I did not mention is that the number one main reason that I do this is because of my insurance coverage.

I have a very HIGH insurance coverage for my program and I pay by the spot. I am allowed only so many spots per day. When I contact families I set them up on the insurance based off of their scheduled days.

PT families are set up to only be covered on the days that they attend. So if they come on an off day, I have to add that child to the insurance, which is super easy, but it cost me $12.00

I chose to do it this way so that I could have the most insurance for my program and for it to be affordable. I have done it this way for a year and it has worked great so far.

The insurance does not allow me to transfer coverage, so the fee is not avoidable.

With my insurance (DCI), they never asked me the children's names or anything. I was just insured for X amount of children and as long as I didn't go over that number on any given day then they were all covered.

Laurel

[daycare]

I might have totally misunderstood the question with my previous post. Okay, yes, I let parents switch days, but I don't charge them extra.

For example, next week I am closed Thursday and Friday. I have 3 clients who come only on Thurs-Fri, and currently one space each on Mon, Tues, Wed.

One client is switching to Tues & Wed and I'm not charging a fee. I don't really care - I still get Thurs & Fri, dcg still gets to come, all is well.

One client is traveling on Wed, so a Thurs/Fri client will take that day. Again, I won't charge.

Perhaps I am losing out on some money making opportunities, but I'm okay with that. I just treat the parents how I wish I was treated when I had ds in dc.

I understand what you are saying , but I can't do it for free. I would be out the $12.00 that I would have to pay to add them to my insurance on that day, and I may have to have additional supplies for that age group that I would not need to have otherwise.

[jenboo]

Something similar happened to me once. A family was not going to use the day that they had paid for and another family had an emergency and I took them and they paid me. Regular family found out and was upset. At the time I just told them that since they didn't need the day and the other family had an emergency I let them come. (not a big emergency). I felt bad about it though. I was getting paid twice for the same spot. Things blew over as this was my best family of all time but I wish I would have refunded her for that day. I never did that again.

On one hand, yes they abandoned the space and all parents have to still pay when their child doesn't come. On the other hand, it just felt a little off and not really fair.

Laurel

I will take drops ins when i have a regular family on vacation. My regular families know that if they tell me they arent coming on a day, then the spot might not be there if they change their mind. They also know that both families will pay for the spot. No one has ever complained. Weather i have a drop in or not, the regular family is still paying for that day.

[daycare]

With my insurance (DCI), they never asked me the children's names or anything. I was just insured for X amount of children and as long as I didn't go over that number on any given day then they were all covered.

Laurel

I don't have DCI because they didn't offer the coverage that I needed. I do a TON of field trips so on top of very high atuo insurance I needed an additional umbrella that covered up to 14 kid off my property. Currently my policy holds a 2.5 million dollar umbrella which my attorney told me was the least I should have with the number of kids I have.

This also includes covering my staff