Parent-Provider Contracts and Policies
Lesia Oesterreich, M.S.
Family Life Extension Specialist
Human Development and Family Studies
Iowa State University
Parent Provider Contracts
Many family child care providers balk at the idea of using a contract because it seems too cold and business-like. However, the primary purpose of a contract is communication. When providers and parents put their expectations in writing, misunderstandings are easily avoided.
A contract is an agreement that defines the terms of actual care and payment between a caregiver and parents. If necessary, a contract can be used in court to seek payment of damages if the contract is broken.
Include the following in any contract:
- name, address, phone of child and parents or guardians
- payment rates, fees, deposits
- time of care - days or dates
- termination procedures
- signatures of parents/guardians
- signature of provider
- date of signature
Ask yourself the following questions before you create a contract:
- What hours/days/months will I provide care?
- How much will I charge for basic child care for infants or toddlers or for a school age child?
- When will I collect?
- Will there be a fee for late pickups?
- Will I charge for days when children are ill or on vacation? Will I charge for days when I am ill or on vacation?
- Will there be an extra charge for meals or nappies, or other supplies?
Once you have decided your response to these questions, you are ready to prepare a basic contract.
It is best to review contracts verbally with parents and have them sign two copies, one for each of you. You are then assured that parents were made aware of your contract expectations and had an opportunity to ask questions.
Childcare Provider Policies
Many child care professionals find it helpful to share a policy statement with parents. Such a statement lays some ground rules and helps parents understand the provider's views and practices concerning child care.
The following are items you may want to consider when developing a policy statement:
- ACTIVITIES: What will your daily schedule be? What types of activities will you do with children?
- FOOD: Will you provide snacks and meals, or should parents take care of that?
- ADMINISTERING MEDICATIONS: Medications can be given only with the parent's written permission. This should include the name of the medication, amount to be given, and time to be administered.
- EMERGENCY POLICY: You need permission to seek emergency medical care for a child in the event that a parent cannot be reached. You should write an emergency form that parents need to fill out. You should have a backup person to care for the other children in case you have to take a child to the hospital.
- ILLNESS POLICY: How will you handle children who become sick during the day or who arrive sick? Under what conditions will a sick child need to be taken home?
- NAP AND REST TIME: Where will children rest? What and how long is rest time?
- DISCIPLINE: How will problematic behavior be handled? What rules will you have? It is important to discuss discipline with parents.
- APPROPRIATE DRESS: What spare clothes will be needed? Ask parents to dress children appropriately for weather and play.
Reprinted with permission from the National Network for Child Care - NNCC. Oesterreich, L. (1993). Parent-provider contracts and policies. In L.Oesterreich, B. Holt, & S. Karas, *Iowa family child care handbook* [Pm 1541] (pp.17-21). Ames, IA: Iowa State University Extension.
