Enforcing a child care parent contract

Make sure everyone understands the contract 

A contract only works if everyone understands it. First, share the contract with families and staff so they know what it says and what's expected.

Get signed copies of the contract to show that everyone agrees and to keep a record of it. For new families, review the contract terms together. This lets them ask clarifying questions and clear up any confusion. Make sure you have signed copies of your child care parent contract for every child in your care. The contract should say that families have read and understood it when they signed.

Train staff and provide and ongoing communication around program policies. Train staff and provide and ongoing communication around program policies. Training should cover program rules, challenges, best practices, and contract updates. Consider having staff sign an acknowledgement that they read the contract and agree to it. This shows that they understand and agree, which promotes consistency and accountability. 

If someone breaks the contract 

Even with a contract in place, problems can still arise. If a parent or guardian has violated the terms of your agreement, here are some things you should do:

• Review the contract: Make sure that the terms of the agreement were actually violated.
• Discuss the issue: Talk to the parents/guardians to discuss the situation and try to reach a solution.
• Document the problem: Keep notes of all conversations or interactions about the issue. Document the date and time of the conversation, what was said, and any agreements you made.
• Consider mediation: If you can't resolve the problem by talking it out, mediation may be an option.
• End the contract if violations continue: It's a hard choice, but sometimes you have to end the contract with a parent or guardian.
• Talk to a lawyer if needed: If you still have problems after trying to solve things, you may need to talk to a lawyer.

Remember, every situation is different. The steps you take will depend on the circumstances of the problem. If you're not sure what to do, it is always a good idea to consult with a lawyer or other legal professional. 

How to have difficult conversations with a parent or guardian 

Having difficult conversations can be frustrating, stressful, and even intimidating. It is critical to take a proactive and constructive approach to resolve the situation. Here are some tips:  

• Listen and be respectful: Try to understand their point of view and be sympathetic to their position.
• Clarify expectations: Remind them of the child care parent contract, what's expected, and why.
• Provide solutions: Work together to find a solution that works for both of you, if at all possible.
• Set boundaries: If the conversation gets too heated, take a break and come back to it when everyone is calmer.
• Remember to stay calm and professional at all times: Maintain a positive and constructive attitude. 

Ending a contract 

If you need to end a child care parent contract, having a plan in place is critical. Your plan should outline the steps you will take to end the contract in a fair and polite manner. Your plan should 1) help you know what to do next and 2) keep things fair and consistent.

Here are some steps to consider when terminating agreements:

1. Review the contract: Make sure you are acting in accordance with your contract termination policy.
2. Inform the parents/guardians in writing: This notice should include the explain why you're ending the contract. Include the rules that were broken, what your business did to try to fix the problem, the decision to end the contract, and the date it takes effective.
3. Give enough notice: If you can, give the family some time to make alternate arrangements for the care of their child.
4. Plan to return their things: If the family has any belongings at the child care program, make arrangements for their return.
5. Return payments, if needed: If you received payments in advance for child care services you won't provide, reimburse them.
6. Follow the law: Make sure that all laws and regulations related to the ending child care services are followed.

Ending a contract should be done with kindness and professionalism. It may be a painful and emotional experience for both the family and the child care provider. Keep records of all talks and meetings with the parents before you decide to cancel their contract. Be ready to answer any questions or concerns the families have in a respectful and caring way. 

It's worth it to have solid contract from the start. Even though issues may arise, you can still make a child care parent contract that sets clear expectations and helps avoid misunderstandings and problems later.  

Disclaimer: 

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.