Babies to Butterflies™
Child Care Policies

Parent/Guardian Handbook    

 

 

TRIAL PERIOD

 

Adjustment to daycare policies:

1.      Client agrees that there will be a two-week trial period, during which time either client or provider may cancel this contract upon 24-hour notice without cause. 

2.      Once the two-week trial period has expired, either client or provider may make termination of this contract with not less than two weeks written notice of intent to terminate. 

3.      Client is responsible for payment of contracted fees through the end of the termination of contract.

4.      Client is responsible for all legal fees that may be incurred by the provider in an attempt to collect fees owed to the provider by the client.  (Please see signed contract for details)

 

WEEKLY RATE AND PAYMENTS

 

Rate policy:

1.      The contracted rate is payable in full, regardless of the number of days or hours the child is actually cared for by the provider.  Client is paying for guaranteed space within the facility; therefore no credit of refund will be given.  Payment is due and payable beginning on the first day of care as indicated at the beginning of this contract without exception. 

2.      Hourly fees will be paid on the last day of the child’s scheduled week rounded to the next hour for partial hours.  Example:  25.5 hours is payable for 26 hours.  Minimum amounts apply, regardless if child was actually cared for by the provider.

3.      Daily rate is paid in full at the beginning of the child’s normal scheduled time slot regardless of the number of days the child is actually cared for by the provider. 

4.      Any payment not received by its due date is considered late and a late fee of $10.00 per day will apply.  Not to exceed 14 days for a maximum of $140.00.  After 14 days, child is dropped. 

5.      A prior arrangement for early arrival to the center (before 7 am) incurs an additional fee of $10.00 per hour.  Late pick-ups will be charged the same rate. 

6.      Late fees apply to those who have not made prearranged agreements with the facility.  Late fees are higher than a contracted late pick-up fee, so it is wise to contract for an early arrival if it is necessary to do so. 

 

PAYMENT DURING ABSENCE

 

1.      If your child is ill, injured, or on vacation and will not be attending during a particular week, we request that payment be made on the scheduled Monday. Late fees apply after this date.   

2.      After 5 pm on Friday of that week, payment not received for hourly rates will be considered late and a late fee of $10.00 per day will apply. 

3.      You may mail your payment if you are unable to bring in the payment, however it must arrive by Wednesday of the week it is due or a late fee of $10.00 per day will apply.  If your payment method is listed on your contract as “cash” only, you may purchase a money order to mail or pay with credit card or debit card.  

4.      Failure to make payment will result in termination of contract and all fees due will become payable immediately. 

 

SICK DAYS FOR PROVIDER

 

1.      Providers are each entitled to 5 paid sick days per year.  A Calendar year is September 1 to August 31. Provider will call Clients before 6 am if unable to care for children that day due to illness or emergency.  Consideration will be given to Clients as early as possible when an illness or Emergency is known, allowing Clients ample time to find alternate care. 

2.       

A)     Because there are two providers, there is less chance that both will be absent due to illness as only one provider is required for a small home daycare.  

B)     A Family Emergency requiring both providers to be absent could happen.  Clients will be       

      notified as soon as possible to allow for alternate arrangements.

C)  In cases of extreme family emergency, such as a death in the providers’ family, we reserve the right to combine sick days and the extra week of time off for a total amount of time off to 2 weeks of paid time.  Any extra time will be credited to the parents in their billing statement

 

3.      All terms of this contract and daily care and responsibilities can/will be carried out by any and all persons registered with and approved by the state of California licensing agents, as employees of this facility. 

 

BACK UP EMERGENCY CARE

 

  1. Parents are required to have a back up plan in cases of illness for either their child or provider.
  2. Parents are responsible in finding suitable care for their children during scheduled vacation periods, holidays, or at anytime the facility is closed for any reason. 

 

DICIPLINE

 

Discipline Policies:

  1. The Clients child (ren) will be disciplined in a manner appropriate to the situation.  Children are redirected to other areas of play when a problem with sharing, biting, hitting, tantrums, or other distributive behavior occurs. If the child continues to have a problem, we will use a timeout method in a chair for 1 min of each age of the child.  We will discuss with the child why he/she is in timeout and help the child understand the situation. 
  2.  If necessary, the client and provider will arrange a conference to discuss behavior problems and ways to mutually solve them.  Continual behavior problems may result in the termination of this contract without notice, without recourse and without reimbursement of advance fees paid. 

 

 

 

 

 

BITING

 

  1. Many children will bite when they are small.  If we are unable to help the child learn to stop biting, the parents will be asked to keep the child home until the biting has stopped.  If it continues, the child may be removed from the program.  (See handout on biting)

 

 

HEALTH

 

Health Policies:

1.      For the protection of all the children, if a child is ill with a communicable condition Examples:  (sore throat, conjunctivitis (pink eye), chicken pox, vomiting, diarrhea, fever, green/yellow nasal discharge from the nose or eyes, etc.), attendance must be discontinued until the child is symptom free for 24 hours. 

 

2.      Children with obvious symptoms of illness will be sent home upon arrival to the facility. 

 

3.      If a child becomes ill at day care, a parent will be promptly notified and the child will be cared for in isolation until a parent or designated person comes to pick up the child.

 

4.      Parents are responsible for keeping emergency contact information, such as phone numbers and alternate contacts, up to date. If clients are not to be at the phone numbers listed with provider, then client must check in with provider periodically.  Failure to do so may result in termination of contract. 

 

5.      Each child must have a physical examination by a physician within 90 days prior to admission into the program.  In addition, all immunizations must be up to date.  The required medical form (attached) must be filled out by a physician and returned before care can be provided.

 

6.      Each child must have a physical examination by a physician on an annual basis.  Immunizations for each child must be kept up to date.  The required medical form must be completed by a physician and returned in order for the child to continue attending the program.

 

7.      It is the responsibility of the Client to notify the Provider immediately if their child has been ill during the night or over the weekend.  This is important if your child had a communicable disease that was not yet visible during the previous day at the facility, but which may have exposed other children to the illness. 

 

8.      Providers will notify parents of all children cared for at the facility that a child became ill during the night or weekend.  This will help parents take precautions with their child and watch for the illness, especially since there may been an incubation period.                                                                                             

 

 

MEDICATION 

 

Medication Policies:

1.      Prescription medication to be administered during the hours of childcare must be labeled and in the original container.  The medication must be accompanied by written instructions from the prescribing physician, along with a written note from the parent.

 

2.      Over the counter medications will only be administered with a note from the parent.  Unless otherwise specified in writing by a physician, the dosage instructions from the package will be adhered to.  All medications must be in their original container with the child's full name written on the label.

 

ACCIDENTS & EMERGENCY MEDICAL TREATMENT

 

Accidents & Emergency Medical Treatment Policies:

1.      Parents are required to sign and have notarized an Emergency Release Form for each child.

 

2.      Parents are responsible for keeping all emergency contact phone numbers up to date.

 

3.      In the case of a minor accident the provider will administer first aid, according to provider’s training and experience.  The provider will contact a parent immediately if it is necessary.

 

4.      In the case of a serious accident or the need for emergency medical treatment the provider will:

a.       Administer first aid, if possible.

b.      Call an ambulance to transport the child to the Emergency Room.

c.       Call a parent (or emergency contact if a parent cannot be reached).

d.      Stay with the injured child until a parent or appointed contact person arrives.

5.      In all cases of accident or injury, the provider will fill out an accident report form, which will be signed by both the provider and the parent of the child involved.

 

CHILD RELEASE

 

Child Release Policies:

1.      Children will be released only to an adult, age 18 or older.  Do not send a child under 18 to the door to escort siblings to the car.  Children must hold an adult’s hand walking from the door to the car.

2.      Names of those permitted to pick a child up from care should be stated on the Child Information Form.

3.      Anyone picking a child up from care should bring photo identification with him or her.

4.      Parents should make the provider aware in advance of any alternate pick up arrangements.  If arrangements are not made in advance, a parent or guardian must be contacted before the child will be released to anyone who is not pre-authorized.

5.      Those people who will be picking up a child for the first time, other than parents/guardians will be required to submit to a digital photograph, which will be included in the child’s file. 

 

 

CUSTODY & VISITATION ISSUES

 

Custody & Visitation Policies:

  1.  If there are custody or visitation issues to address, the provider must have a copy of any custody and visitation orders or agreements in order to enforce them.

 

TRANSPORTATION

 

Transportation Policies:

1.      If it is necessary to transport your child, all seat belt/car seat laws will be adhered to.

2.      Parents must sign a Transportation Authorization Form for each child.

3.      In the case that we will be going on field trip, such as to a zoo, park or library, you will be notified ahead of time.  A signed permission slip for the specific field trip will be required.  Extra fees may be associated with a field trip, and if warranted, a notice will be included in your child’s box at least 1 week before the scheduled outing.

 

FIRE DRILLS

 

Fire Drill Policy:

 

 


 Safety is important!

 

MEALS & SNACKS  for AGES 2-6 ONLY   

CDA Nutritional Program Provided.                                          

 

Meals & Snacks Policies:

  1. The provider will provide all meals and snacks unless there are dietary concerns, which would be unreasonable to accommodate.
  2. There will be 2 scheduled meals and 2 scheduled snacks per day.
  3. Each child will receive the meals and snacks that are scheduled during his/her hours of care.
  4. Please do not send your child with chewing gum, candy or sweets, as these items are not allowed in this program.
  5. Children are not allowed to have juice made mostly of sugar or soda drinks. 
  6. We will not add extra salt, sugars, seasonings, or other spices to the children’s food. 
  7. If you prefer your child to brush their teeth after each meal, please send your child with a toothbrush in a plastic storage case.  If your child uses special toothpaste, please send this item also.

 

MEALS AND SNACKS FOR INFANTS

 

Meals & Snacks Policies:

  1. We are Part of the CDA Nutritional Program.
  2. Formula, infant food, cereal, or other items necessary for your infant’s nutrition are provided for your infant. 
  3. Breast Milk must be provided daily and there must be enough to satisfy your infants feeding schedule.  If there is not enough breast milk, we will use formula to feed your infant for the remainder of the day.    
  4. We provide all snacks, meals, and drinks. 
  5. If Parents have their infant on a diet prescribed by the physician that requires “Special Foods” which must be purchased separately, we ask that parents supply us with those items. These items must be labeled with your Childs name.

 

HOLIDAY CELEBRATIONS/ RELIGION

 

Holiday and Religious Policy:

1.      Holiday parties and traditions are important for the children.  We try to celebrate everyone's holidays and respect all traditions that apply.  We appreciate any input you may have regarding your own holidays and the traditions you practice.

 

2.      If your families religious beliefs require that children not participate in traditional American festivities such as Santa Claus at Christmas, the tooth fairy, Halloween, birthdays, etc, Please tell us so that we may try to accommodate your child’s individual needs. 

 

3.      NOTE:  Parents please try to keep an open mind holidays or religions.  We accept children of all races and religions, and because of this, we will include all celebrated holidays pertaining to any family’s religious choices

 

TOYS

 

Toy Policy:

  1. Other than a soft doll or stuffed animal to sleep with, children should leave all toys at home.  The toys and activities provided at day care are carefully chosen to suit the ages of all the children in care. Those toys brought with the child will be removed and given back to parents at the end of the day. 

 

CLOTHING

 

Clothing Policies:

1.      Children should wear comfortable clothing suitable for play.  Please do not dress your child in anything you are worried about staining.  The children are very active and could easily stain their clothing while playing or eating.

 

2.      Each child must have a complete change of clothes, including a shirt, pants, socks and underwear, to be kept at day care in case they are needed.  During the winter months, each child should have an extra hat and gloves, or mittens as well. Do not send children to the facility without shoes.

 

DIAPERS & TOILET TRAINING

 

Diaper & Toilet Training Policies:

  1. If a child requires diapers or disposable training pants, the parent must provide an adequate supply.

 

  1. Please note that we do not believe in pressuring a child during toilet training.  Therefore, we must insist that parents provide an adequate supply of diapers or training pants until the child is accident free at day care for at least two full weeks.

 

NAPS

 

Nap Policies:

1.      Children will be given the opportunity to take a scheduled nap during the day.

2.      Any child who does not take a nap will be allowed a quiet playtime instead.  There will be books, puzzles, crayons and other materials available for the children during this time.

3.      Each child requires a different amount of sleep.  If a child is still asleep at the end of nap/quiet playtime, the child is generally allowed to continue sleeping.  If you prefer that an attempt be made to wake your child after a given period of time, please let us know.

4.      If your child has a favorite naptime pal, such as a teddy bear or doll, it may be helpful if he/she brings it with him/her.

CHILDS PERMANT FILE

Confidentiality policies:

The child’s file folder is confidential and held in confidence unless requested by the licensing agency, the police, or social services in regards to their medical records for licensing, reports of suspected neglect or suspected abuse or for any other reason that is permitted by law. 

1.      Parents/Guardians may view their child’s file folder at any time during regular business hours. 

2.      Other parents and or those who are authorized to pick up a child from the facility do not have access to your child’s file unless the parent themselves show the information to others.

3.      If a child injures another child:

A)    The injured child’s parents and the one who caused the injury will be made aware of the situation, and a meeting can be arranged if there are concerns about the safety of any child in the facility. 

If any child is ever injured, all parents will be notified immediately if it is serious.  Minor bumps, bruises, and abrasions from normal play or common falls will be noted in the file on an injury log.  Parents will be given a “Boo Boo” notice when they pick up their child at the end of the day. If you require that you receive a phone call for every minor injury, please sign the notice and we will call every time your child has any injury, minor or major. 

Please remember that children, especially young walkers, fall quite often.  A parent at work could receive a lot of calls throughout the day if they wish to be notified of every incident.

INFANT SUPPLIES
Parents are responsible for supplying the following items:

·       

 
 
Diapers

·       

 
 
Bibs            

·       

 
 
Wipes        

·       

 
 
Diaper Ointment      

·       

 
 
Powder and lotions           

·       

 
 
Bottles

·       

 
 
 Formula

·        Baby food

 
 

·       

 
 
 Teethers

·        Any other item needed for the care of the infant for the day, week or month.  If parents choose to leave a week or longer supply of items, a re-fill sheet will be placed in the infants outgoing box to notify parents when supplies are low. 

PARENTS RIGHT TO VISIT

1.  Parents/guardians will have the right to visit unannounced at any time during the scheduled care of   

Their child (ren) in the facility. 

2.      When arriving for a visit, please use door provided for entry to Day Care. 

3.      Please note that naptime is from 12:30 to 2:30 or 3:00 pm.  When visiting during this time, please refrain from loud noises so that the other children may continue their quiet/nap time without disturbance. 

4.      Please note that our policy is not an open door policy for those who are seeking childcare. 

5.      Those seeking to contract for space available must do so with an appointment only, as it is in the best interest and safety of the children already in care. Appointments will be given over the phone to prospective clients for after hour’s meeting.  Once an initial meeting has been arranged, prospective parent/guardian may make a scheduled visit to see the facility in operation before applying. 

 

Please note that this is a parent handbook for reference only and is NOT the signed contract, which may or may not have all the above listed information.  Each contract for each family is the same, yet there are different choices made to parents which may alter the price of the care received due to additional hours in the facility. 

 

Thank you, and we look forward to being your child’s chosen provider!

 

Sincerely,

 

Kelly Hartmann

Lauren Hartmann