How do I create a child care parent contract?
Learn the essential elements of a child care parent contract
and how to create one
What is a child care parent contract?
A child care parent contract is a legally binding document that outlines the agreement made between a child care business and parents/guardians about care for the family’s child(ren). Child care parent contracts are crucial for child care businesses because they establish clear expectations and responsibilities for both parties. Beyond clarifying key details, this legally binding document will protect both parties in the case of a dispute. The following guide will walk you through what a child care parent contract is, what it should include and why, and how to get started with making your own.
What should I include in a child care parent contract?
Child care parent contracts can differ between child care businesses because each provider has their own way of doing things. However, all agreements should include basic information about the parent or guardian, child(ren), and child care business as well as an outline of the services provided and responsibilities of both parties such as:
- Names and contact information of the child care business and parent(s)/guardian(s);
- Name and age of the child being cared for;
- Hours of care and any restrictions or limitations on care (e.g., certain days of the week, maximum number of hours per day);
- Tuition and payment schedule (e.g., weekly or monthly);
- Provider policies, such as sick child policies, late pick-up fees, and disciplinary policies; and
- Parent/guardian responsibilities, such as providing necessary supplies or informing the provider of any changes in the child's health or routine.
What are some common policies and procedures?
Policies and procedures are critical in developing a clear and effective parent/childcare contract and help to ensure that both parents and child care providers are on the same page. A well-crafted contract will help to clarify expectations and also protect the rights and interests of all parties involved.
Operational Policies
- Service and Facility Policy: What are the regular operating hours of the child care facility? What are the age ranges of children cared for? What is the curriculum?
- Staff qualifications and training: What are the qualifications, credentials, background check, and first aid/CPR certification requirements of staff? What can families expect the staff-to-child ratio to be and staff supervision to include?
- Holidays and Vacation Policy: How are closures for holidays and vacation periods, including any adjustments in fees or alternative care options during these times, handled?
Program Policies
- Communication Policy: How will the child care provider communicate with the parents and guardians and can families expect regular progress reports or daily updates?
- Progress Reports or Daily Updates: How does the child care business commit to communicating progress or daily updates to families?
- Guidance and Behavior Policy: What are the age-appropriate expectations for children’s behavior? What guidance techniques are emphasized? How will behavioral concerns be shared with families?
- Confidentiality and Privacy Policy: How will personal information about the child and family be handled, stored, and shared? What are the procedures for maintaining confidentiality and privacy, including guidelines for staff interactions and communication?
Health and Safety Policies
- Sick Child Policy: If a child becomes unwell, what are the responsibilities of the child care business and the parents/guardians to care for the child and prevent further spread of illness?
- Health and Medication Policy: What consent is needed for staff to administer prescription and over-the-counter medications? How are chronic health conditions or allergies, including emergency procedures and communication with parents/guardians, managed? What about medical emergencies, including when and how emergency medical services will be contacted?
- Nutrition and Meal Policy: Are families required to provide meals? If so, are there any special guidelines for packing nutritious meals or avoiding particular allergens? If any meals or snacks are provided by the child care facility, how are special accommodations, dietary restrictions, and food allergies handled?
- Arrival and Departure Policy: What are the expectations for drop-off and pick-up, including times, authorized individuals who may pick up the child, and any security measures in place, such as sign-in/sign-out systems or identification requirements?
- Field Trip and Transportation Policy: How are
- Emergency Policy: What is the emergency communication policy? What does the child care business commit to do to prepare for and handle an emergency? What information is required from families?
Financial Policies
- Payment Policy: What are the fees that will be charged, when are payments due, and what will happen if payments are late or skipped?
- Late Pick-Up Fee: If parents and guardians do not arrive at the scheduled pick-up time, will they be charged a late pick-up fee?
Contract Policies
- Dispute Resolution Policy: How will disputes be handled? What are the procedures for resolving conflicts or disagreements between the child care provider and parents/guardians, including the use of mediation or arbitration if necessary?
- Contract Termination Policy: Under which circumstances can the contract be canceled, how much notice is required, and will there be any fees as a result?
Before signing the contract, it is crucial for both parties to carefully read, comprehend, and address any questions or concerns they may have. This should be done prior to the start of care during the enrollment process. Once signed, it is important for both the child care provider and the parent/guardian to maintain a copy of the signed contract for reference throughout the duration of care.
What are some common mistakes that businesses make?
The most common mistakes when creating an effective child care parent contract all involve some degree of missing or unclear information. This can lead to disagreements and miscommunication between parents/guardians and child care businesses, legal disputes, and even inadvertent harm to the child. Most commonly, mistakes involve:
- Vague or unclear language;
- Lack of specificity;
- Failure to address all pertinent issues; and
- Failing to get both parties to sign the contract.
Take time to think through the information you need families to know and make sure to address each point in your child care parent contract. It is a good idea to have others review your draft contract and provide feedback on what they understood from reading it.
Example Child Care Provider Contract Template
Note: This contract template serves as a general guide. It is essential to
consult with a legal professional to ensure compliance with local laws and regulations.
_____________________, the Parent(s) or Legal Guardian(s) of _____________, and _____________________, the Child Care Business, make and enter into this Childcare Parent Contract on this ___day of , 20_____.
To be completed by parent(s) guardian(s) of child:
Child Information
Full Name:
Date of Birth:
Parent(s) or Legal Guardian(s) Information
Parent/Legal Guardian 1 (Primary Contact)
Full Name:
Address:
Phone Number:
Email:
Parent/Legal Guardian 2
Full Name:
Address:
Phone Number:
Email:
Additional Contact Information:
Full Name:
Address:
Phone Number:
Email:
To be completed by child care business:
Child Care Business Information
Full Name:
Address:
Phone Number:
Email:
Terms of Payment:
Fee: per hour, day, week, and month.
Payment is due on:
Fee for late payment:
Services:
Days of the Week:
Start Time:
End Time:
Additional Terms and Conditions:
(Note: in this section you will want to include information such as that found in the Policies and Procedures section of this guide. Such information could include additional fees, insurance coverage, and policies regarding child conduct and discipline.
Termination:
Either party may terminate this Contract with a written notice of____days.
Please review the above information carefully and ensure its accuracy. Once both parties have signed and dated this Contract, it shall be considered legally binding.
Parent/Legal Guardian Signature:
Date:
Child Care Provider Signature:
Date:
Need Help?
Visit https://www.childcare.texas.gov/ for related resources, live webinar sessions, and free one-on-one business coaching.
Additional Resources:
Disclaimer: The information contained here has been prepared by Civitas Strategies and is not intended to constitute legal, tax, or financial advice. The Civitas Strategies team has used reasonable efforts in collecting, preparing, and providing this information, but does not guarantee its accuracy, completeness, adequacy, or currency. The publication and distribution of this information is not intended to create, and receipt does not constitute, an attorney-client or any other advisory relationship. Reproduction of this information is expressly prohibited.