Family Child Care Business Toolkit

Table of Contents

Working with Families:
Communication, Contracts, Handbooks and
Help Paying for Child Care

Working with Families

Many people don’t come into the child care industry to work with parents/guardians, but building positive relationships and partnering with the whole family is essential components of developing a successful child care program. Although providers care for children, their clients are really the parents/guardians of the child in care. Clear communication about business expectations and caregiving practices is critical for your business and establishes a foundation for trust in partnering with parents and caring for children. There are many ways that you can reinforce and  by  parties can return to. This section offers resources for developing program policies, enrollment contracts and a family handbook. 

Program Policies

Program policies define expectations and agreements for families, children and staff. The list of potential policies is long – you may even want to make additional policies!

The following sample program policies have been developed by CCA For Social Good™ (“CCA”) as a model and made available through the New York Early Learning Hub. If you are not able to access the hub, we’d be happy to help – contact our child care resource and referral staff!

Program Policy Examples

• Attendance Withdrawal & Transfer Records
• Celebrations
• Cell Phone Usage
• Closing Due to Weather
• Communication and Family Partnerships
• Confidentiality
• Curricula and Assessment
• Curricula and Learning
• Developmental Screening
• Drop-off and Pick-up
• Emergencies
• Family Activities List
• Family Activities Policy
• Field Trips and Outings
• Guidance
• Handbook Acknowledgement Form
• Health (including immunizations, physicals, daily health check and more)
• Inclusion and Non-Discrimination
• Multiculturalismhttp://www.childdevelopmentcouncil.org/business-models/
• Nutrition
• Open Door
• Personal Belongings
• Right to Refuse Child Release
• Safety
• Staff Qualifications and Ratios
• Toilet Training
• Transitions
• Tuition and Fees
• TV and Electronics
• Welcome Letter Template

Enrollment Contracts

Enrollment contracts are used to provide security for both families and the program. When written and signed (as opposed to being a verbal agreement), they formalize understandings and expectations around the child caregiving relationship. Child care contracts are made with each child’s family and define the program’s relationship with the individual child and that family. Signed contracts can be used to verify agreed upon details by either party when disagreements arise. It is always a good idea to have your contracts reviewed by your business attorney.

• Parent-Provider Child Care Contract Example – Council Form
  (PDF)
• Evening/Overnight Care Agreement – Council Form
  (PDF)

CCA For Social Good™ (“CCA”) also has sample contracts that are made available through the New York Early Learning Hub.  If you are not able to access the hub, we’d be happy to help – contact our child care resource and referral staff!

• Family Child Care Provider Contract (Sample)
• Enrollment Agreement
   – Basic Background and Agreement to Pay on Time & In Full

What are the two most important terms to include in your contracts? Tom Copeland thinks they are terms for advance tuition payments. View his video regarding the two most important contract terms.

Family Handbooks

Family handbooks are a full of information about your program and are meant to be a great resource and reference. They are a place for comprehensive information of your services. It is also a place to reference agreements and expectations regarding enrollment options, drop-off and pick-up procedures, late pickup and late payment fees, holidays and vacations. Many components of your licensing application can be used to provide information for your handbook. You are not required to have a family handbook, but it is a great way to put everything in one place for your families and will prove to be well-worth the time that you invest in developing this resource. 

It is common to begin a family handbook with the business’ mission statement and philosophy. Contact information and the required contact information for child care licensing, anti-discrimination and ADA statements are also a part of the initial section. Include information about the ages of children served, the total group size and hours of operation; noting days of closure for holidays, vacation policies, enrollment options, tuition policies and when a contract for care can be terminated by either party. Describe your services and provide information about your staff/staffing. Let families know how you will communicate with them and how they can reach you. Let them know how they can be involved in your program. 

For some families, your program will be their first child care experience. Let them know what to expect when their child is in your care. Include information about what their child’s adjustment might look like and how you can all support their transition. Let them know about your curriculum, how you support the development of self-help skills during meals and diapering/toileting and how you support social development, including discipline. Make sure to include your daily schedule and let families know that children will have time for outdoor play daily – they will get dirty! Be sure to note that you will need their help providing additional and weather appropriate clothing, and let them know about any other supplies you will need provided from home (i.e. meals, diapers, extra clothing). Emphasize the importance of providing and keeping their child’s records current, including immunization, allergy and emergency contact information. Make sure families are aware of your protocol regarding the release of children to unfamiliar adults. It is reassuring to parents/guardians to know that you address issues of safety and will hold their child/family information in confidence. Also be sure they know about your safety drills, emergency procedures other risk management routines.

Family Handbook Examples

CCA For Social Good™ (“CCA”) has handbook examples that are available through the New York Early Learning Hub. If you are not able to access the hub, we’d be happy to help – contact our child care resource and referral staff.

• Family Handbook – Center-based
• Family Handbook – Home-based

Child Care Costs and Financial Assistance for Child Care

Most child care programs charge a fee. Rates vary by type of child care, age of child, hours in care, and individual program.

The NYS Office of Children and Family Services Market Rates come from a survey that is completed every 2 years. Child care programs in a group of counties are surveyed, and the 69th percentile of all reported rates is set as the market rate. This rate is the maximum amount the Department of Social Services can pay for child care.

2022 Market Rates (Tompkins= 2, Cortland=3)

Essential Worker Scholarship (Updated 7/2021)

Essential Worker Scholarships are available to residents of New York State, who are essential workers with income less than 300 percent of the federal poverty level. Scholarships are paid up to market rate for each region statewide for children aged six weeks through 12 years. Weekly payments made directly to child care providers on the parents’ behalf. Parents will be responsible for paying any tuition amount that is greater than the market rate.

For more info and to apply: https://ocfs.ny.gov/main/contracts/funding/COVID-relief/essential-workers.php

Child Development Council Emergency Scholarship

Emergency child care assistance is available from the Council’s emergency scholarship fund. When an emergency affects your ability to keep child care payments current, you may be eligible for a scholarship. A committee considers applications monthly. Awards are paid directly to programs. For more information or to see if you qualify, contact the Child Development Council at (607) 273-0259.

Child Care Subsidy

A child care subsidy may be available from the local Department of Social Services (DSS) to assist income-eligible parents who are working or enrolled in approved schooling. Call the Day Care Unit, Tompkins County DSS at (607) 274-5219, Cortland County DSS at (607)753-5230 to learn if you qualify. According to a formula, DSS pays a portion of the child care cost, and the family also pays a fee, which varies according to your income.

Sliding Fee Scales

Some child care centers and school-aged child care programs set their rates based on the philosophy that all children, regardless of parents’ financial resources, should have the same quality of care. These programs charge rates based on parents’ income. Contact each program directly for more information.

Free or Reduced Cost Programs

There are free and reduced cost programs available through Head Start and Univeral Pre-K. Contact the Child Development Council for more information about these programs and other options.

Internal Scholarships

Contact programs you are considering for information on availability of privately funded financial assistance.

Employer Benefits

Your employer may offer a benefit to help with child care costs. Inquire at the Human Resources Department where you work.

Tax Credits for Families With Children

Child & Dependent Care Tax Credit

These federal and New York State credits are available for parents who use child care for children under age 13 while they work, look for work, or go to school. The federal credit can be worth up to 35% of child care expenses in 2015. Learn more about the federal credit in IRS Publication 503 or by calling the IRS Helpline at 1-800-829-1040. Learn more about the state credit, worth up to 100% of the federal amount, at the NYS Department of Taxation and Finance website or by calling the Tax Information Center at 1-800-225-5829.

Earned Income Tax Credit

These federal and New York State credits are available for working people with low to moderate incomes. Learn more about the federal credit, worth up to $6,242 for 2015, at the IRS website or by calling the IRS Helpline at 1-800-829-1040. Learn more about the state credit, worth up to 30% of the federal amount, at the NYS Department of Taxation and Finance website or by calling the Tax Information Center at 1-800-225-5829.

Federal Child Tax Credit and Empire State Child Credit

Available for parents raising children under age 17. Learn more about the federal credit, worth up to $1,000 per qualifying child for 2015, at the IRS website or by calling the IRS Helpline at 1-800-829-1040. Learn more about the state credit at the NYS Department of Taxation and Finance website or by calling the Tax Information Center at 1-800-225-5829.