Parent/Caregiver Contract - Sample #3
(written by Mandy Kaleidoscope Family Child Care Home) for Penelope's Pitstop Daycare.
Reprinted with permission.

Parent Policy & Contract Handbook



email address

Thank you for choosing "childcare name" for you childcare needs. Please read this ~Handbook~ thoroughly, as it covers very important policies and procedures which govern our childcare contract agreement, and also pertain to the care of your child. There is a lot of information. If you have any questions regarding my policies, please ask. We will go over this book during your interview, but this copy is for your reference. There will be a yearly revision to this ~Handbook~ and the accompanying contract. All families will sign a new contract each year. I reserve the right to make changes to the policies and procedures, as I deem necessary. You will be notified, in writing, of any changes.

I look forward to welcoming you and your child into our childcare!

Parent’s Responsibilities

Open communication. Explain clearly and carefully your wishes and expectations about your child’s care. Provide updates on problems and progress that you child is making. Good communication helps us work together in the best interest of your child.

Agreement on terms or arrangements. Be sure you fully understand the terms of the contract and the policies and procedures to which you are agreeing.

Honesty and trust. This includes being honest about how you believe the arrangement is working. Although you need to be vigilant in order to safeguard your child, you should trust me as your childcare provider to do the best for your child. Show your trust by asking questions rather than jumping to conclusions when apparent problems develop.

Pick up on time. I, your provider, have a personal life too. No "quick" stops on your way here just because you find it more convenient. Outside of contracted hours the care of your child is your responsibility.

Please do not send a sick, hungry or overly tired child to care. You should not expect me to cope with a child who has not had breakfast, went to bed four hours late or is too sick to be here.

Payment on time and no "rubber" checks. I have bills to pay and food to buy also.

Respect. Realize that taking care of children is a job and that not only am I a worker, but also a working parent. Recognize that this is not an easy job. I am not "just a Baby-sitter". If you have the day off then give me the day off also.

No jealousy. Try not to be jealous of your child’s attachment to me. Children who spend several hours each day with their childcare provider come to love that person. It does not diminish the love the child feels for you.

Last but not least. I am only human; I’m not "superwoman". Please don’t expect me to do things that you yourself would not want to do.

Policy and Procedures


All children should be able to create fun filled fantasies which will enrich their development. Leprechauns and Fairies are quite often seen around my house. I hope you will help me to continue with this fun filled adventure. Children should be children as long as possible without having to fret about life’s worries. They must also learn to help, share, and become responsible for their actions.


The daycare is open from Monday to Friday only. Hours of operation are variable. I only work the hours and days you have contracted. Your child shall be present during their contracted hours and days only. Parents must phone if they will be late in arriving or absent for the day. If you arrive late without a phone call, I may not be present. It will then be the parent’s responsibility to find and finance an alternate for their child for the day.

To ensure the safety of your child, only you or your designate may pick up your child. Phoning me to let me know someone other than yourself will be picking up your child is fine if I know the person or your child can identify him or her.

Verification of legal custody: I must have a copy of the court order recognizing the parent who has legal custody of the child, as well as visitation schedules. Otherwise I have no choice except to release the child to his/her parent.


There will be a $5.00 charge (per child) for every fifteen minutes or portion thereof that your child is in my care earlier or later than the contracted hours. I realize that emergencies do happen and a quick phone call to let me (and your child) know is important. NOTE: Emergencies do not include shopping, getting your hair done, going to the gym, extra-curricular activities at school etc. I plan appointments and family activities according to each child’s hours and it really inconveniences my family and myself if you don’t show up on time.

It is important that you are punctual in picking up your child. I give your child "notice" that you are coming and have them tidy up whatever they are doing. It is very frustrating for your child to be waiting and watching for you. The hours you contracted me for are the hours your child should be here. Communication is the most important ingredient.

Holiday’s / Sick days

Provider's Holidays * I am closed on the following Statutory Holidays, with pay: New Year’s Day, Good Friday, Memorial Day, July 4th, Labor Day, Thanksgiving Day and Christmas Day.

* I am closed on the following days without pay: The day after Thanksgiving and Christmas Eve day.

* I will notify parents in writing, with one month’s notice, of any holiday time I may choose to take. You are not expected to pay on these occasions and they are kept to a minimum.

*Personal days: There will be occasions when I will take a day or two for my personal use, you will be notified in advance as to when I will not be available. You are not expected to pay on these occasions and they are kept to a minimum.

*There may be an occasion when I am too ill to provide childcare and am unable to find an alternate at such short notice. The Parent should always have an alternate in place for emergencies such as these. You are not expected to pay on these occasions.

Parent Holidays

Parents are still required to pay for their child’s space (remember, even if your child is not in the space, I am still holding it for you). If I receive one months written notice of "temporary withdrawal" for family vacation I will give a fee reduction of 50% for the period of the withdrawal. Maximum time for a family to receive a 50% reduced fee is 4 weeks per calendar year.

Adjustment Period

All children enter my child care on a two week trial basis, during which time either party may cancel without notice. Payment is due at the end of this 2 weeks whether or not the child continues in my care. If I plan to discontinue care of your child, a 2 week notice is also given.

Termination of care by Parent

Should you no longer require my day care services, please notify me fourteen days in advance, in writing with an explanation. If I do not receive notice, you will be charged for two weeks. Your notice allows me to fill the opening, and it is vital to my day care.

Termination of care by Provider

I may terminate our childcare contract immediately for any of the following reasons (but not solely limited to):

*Failure to comply with the policies set forth in this book.

*Failure to comply with the contract.

*Destructive or hurtful behavior of child that persists even with parent cooperation in stopping the behavior.

*Recurring non-payment and/or late payment of childcare fees.

*Failure to show up for 5 days in a row without any communication.

*Failure to complete required forms.

*Inability to meet the child’s needs without additional staff.

Fees for Childcare

All payments must be received every Friday by 5:00pm. Failure to pay will be cause for suspension of services until full payment is made. Should daycare be closed for a holiday on a Friday all payments must be received on Thursday at 5:00pm.

At no time will childcare be provided unless full payment has been received. Should your child fail to attend on a Friday you are still required to ensure that full payment is received no later than 5:00pm.

*There are no refunds in fees for absences due to a child's illness or any other reason. Full fees are required regardless of whether or not your child attends. I will not substitute hours for hours missed.

* All paper work for assistance programs must be filled out before I start caring for your child. If for some reason I do not receive from this program the fees you have incurred then you will be responsible for the payment of those fees.

Late Payments

I realize the financial burden that childcare places on parents, and hope parents understand that as a business childcare places financial burdens on the provider. These include, but are not limited to groceries, utilities, insurance, programming, toys and equipment. I also have a financial responsibility to my family. An unpaid caregiver makes for a stressed and unhappy caregiver. My services are NOT FREE!

If fees are not received when due a $5.00/per day charge will be applied to the amount owing. This charge will be in effect until all monies plus late charges are paid in full. I will take all outstanding accounts to court and collections.

Checks: There will be a $25.00 charge for all checks returned N.S.F. plus any other charges incurred to myself and/or the bank. Parents who have two or more N.S.F. checks will be required to pay by cash or money order.


All meals meet the state and federal standards for children. I am an associate with the Providers Choice. They regulate daycare providers to insure that children are feed healthy, balanced meals and snacks. A child who doesn’t eat at one meal will not be served until the next meal/snack. If you expect your child to arrive at the end of a meal or just after, please feed them before you come. We have a schedule to keep. Also, please understand that if they are here for meal time they will be served even if you already fed them. Once I stop serving for that meal/snack I am done. If your child is a picky eater please don't be alarmed if they are hungry at the next meal. It's not that they didn't receive a meal, they just didn't like what we were having that day. I cannot feed 'Lil Bobby mac and cheese everyday, even if that is what he only wants to eat.

"Junk Food"/Pocket Change

I do not give gum or soda or candy. If one child comes with candy it leads to disruption. They either don't have enough to share or it isn't age appropriate for all the children. I'd rather avoid the situation all together by being preventative and asking that it not be brought into the daycare home. If you would like to send some with your child, please speak to me ahead of time and bring enough for everyone. I know it isn't what your child wants, but it's my rule. Please don't tell your child they can have these things here. If they already have them, I will take them and put them up until you pick up your child. Then I will return them to you. The same holds true for pocket change and money. Your child might be old enough to carry change around but might drop it around one of the smaller children. It could cause a choking hazard, so I ask that they leave it at home.


Ill children expose other children, as well as the provider, to the spread of the illness and require additional care and attention that I am unable to give. Moreover, sick children want care from their parent in the comfort of their own home.

If other children become ill due to exposure to your sick child, either because he/she was returned to childcare before recovery or he/she was not picked up promptly upon notice of being ill other families will be unnecessarily inconvenienced.

If my family or myself becomes ill due to exposure to a sick child, all of the children may need alternate care. This is disruptive to all. Cooperation is extremely important on this issue.

Obviously, it will not be possible to avoid the spread of all infectious illnesses. However, minimizing exposure, and providing good hygienic procedures in the childcare home are helpful means to limit and control the problem.

The Health Department regulations prohibit the admittance of any child into a family childcare home that exhibits any of the following symptoms:

Fever (100 f. or higher) – child needs to be fever free for 24 hours
Diarrhea – child must be symptom free for 24 hours
Vomiting – child must be symptom free for 24 hours
Runny nose with colored discharge –check with doctor
Rash –check with doctor
Discharge from eyes or ears Lice – child needs to be treated before return (no nits at all)
Communicable diseases – chicken pox, measles, mumps, conjunctivitis (pink eye), influenza etc. The child may return when the incubation and contagious period is passed and the child is well enough to resume normal childcare activities.

*I have the right to refuse to care for a sick child. If your child develops any of the above symptoms while in my care, you will be required to pick up your child immediately. If the child is not picked up within a half-hour of my calling a $5.00 for every 15 minutes charge will be assessed. If I have to call a parent to pick up a child that is too ill to participate in the day’s activities the child will also be required to stay at home the following day.

*There are no refunds in fees for absences due to a child's illness. Full fees are required regardless of whether or not your child attends.

Please note: A signed authorization form is required any time a provider is asked to give a prescription medicine to a child while in my care. Medicine will only be give if it is the original container. Prescription medication will only be given if accompanied by written instructions from a licensed physician or dentist. Medication with the child's name and current prescription information on the label constitutes written instructions. Parents will supply all prescription and non-prescription medications.


Minnesota law requires that all children enrolled in child care must have signed, and up-to-date immunization forms kept on file at the day care. These must be completed before your child can be admitted into my day care. If immunization records are not kept up to date, Public Health may be contacted. Further delay may result in termination of enrollment.


Discipline is a learning process and not a punishment. Misbehavior will be handled in a firm, consistent and POSITIVE manner. No child will be handled roughly, shamed or humiliated. No corporal punishment will be used, even at request of parents. Age appropriate time-out procedures work well. My philosophy on discipline is to help children gain respect for each other and to teach constructive and positive alternatives when conflicts arise. I am required by law to report to Child Protection and/or police, any suspected cases of child abuse or neglect.

Alcohol on Breath

If I smell alcohol on the breath of the person picking up the child I will call someone else to come and pick up the child or a cab (which you will pay for). If you leave with the child, I will call 911 to have someone pull the car over. (I am required by law to do something). The safety of the children comes first in this situation.


I do not currently carry special liability insurance for day care. Please be aware of this when enrolling your child in this day care home.

Children’s Clothing & Supplies

All children, regardless of age or toilet skills must have a full change of clothes at daycare.

SPRING & SUMMER: Please provide sunscreen, sun hat, bathing suit, and towel to be left here.

AUTUMN & WINTER: Dress your child according to the weather; snow suit, hat, mitts, and boots (layers work well on "iffy" days). Your child may also enjoy a pair of slippers.


Parents are responsible for providing diapers, diaper wipes, formula, milk, bottles, baby food, and other necessities. I also require 3-4 outfits to be left.


All pets in my household will be properly respected. I do not allow teasing, harassing or rough handling. No abusive behavior will be tolerated. Children will be taught how to respect all forms of animals. In turn, my animals will be up to date on their shots and will be well behaved pets. They will be monitored with the children.


I will make every effort to ensure the safety of your child while in my care. Unfortunately, minor accidents may occur. Parents are responsible for any medical bills that may arise from such.

I will notify parents immediately of any illness or accident, which requires first aid treatment.

In the case of a serious accident or injury, I will make every effort to contact you immediately. If I can not contact either parent, I will call the emergency contact numbers supplied to me to make the medical decisions for the child. If I feel the injury is life threatening I will call "911" or take your child to the nearest hospital. Parents are responsible for any medical and/or ambulance bills.

Last Daycare Provider

Name _____________________ Head of Daycare___________________

Address ____________________ Phone _________________




While we all realize there will be wear and tear on all the childcare equipment, if your child intentionally damages our toys, furnishings, equipment or property, through destructive behavior or roughness, you will be liable for the damages.


Smoking is not allowed on the premises or property and I would appreciate if you would not throw your butts on to my property.

***I reserve the right to make changes to the policies and procedures, contract or forms, as I deem necessary. You will be notified, in writing, of any changes that may occur***

This Parent Policy Handbook was designed to help things go smoothly in developing a good working relationship. The bottom line is: Ask me if anything is unclear. If any of my policies seem unfair or unnecessary, please take a moment to think about that policy and how it would apply to your current working situation….I’m sure it will make sense in that light. These policies are enforced for the same reasons policies are enforced in any job situation—For fairness and respect.

Contract For Childcare Services

1) I agree to follow all of the policies and procedures as set forth in the Parent Handbook and this Contract.

2) (provider's name)will provide care to my child(ren)______________________ during the days and times as set forth in this contract.

3) My child(ren) will be attending on the following days and hours:(circle days of care needed)

Monday Tuesday Wednesday Thursday Friday

Arriving at:__________ Picked up by:__________

4)I understand that my child(ren) may only be here at these contracted times regardless of the contracted hours of other clients. If I discover that I will unexpectedly exceed the contracted hours, I agree to notify(provider's name) by phone. I understand that late fees may apply to such extension of contracted hours.

5) I agree to pay the fee of_______________each Friday by 5:00pm.

6) I will be charged a late fee of $5.00 for each day that my fee is late in being paid.

7) Two weeks written notice will be given to (provider's name) should I no longer be needing childcare services. I will still be charged for care during the period of notice regardless of whether or not my child(ren) are in attendance.

8) I give permission to (provider's name)to transport my child(ren) in a vehicle for any reason, and/or to walk with (provider's name)to participate in activities away from the childcare home.

9) I give permission to (provider's name)to take pictures or to video tape my child(ren).

I hereby acknowledge that I am aware of the conditions stated in the policies, procedures and contract of this parent Handbook, and agree to abide by these requirements.

This agreement is a legal contract, and shall be interpreted in accordance with the laws of the State of Minnesota. Altering or changing it without my knowledge or consent will void it & nullify all Care arrangements. No right herein will be waived or lost by delaying or failing to exercise it Consent to one act shall not be considered consent to any other or subsequent acts. Any waiver of a default under this Agreement must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. The invalidity or unenforceability of any provision of this Agreement or its attachments shall not affect the other provisions hereof and it shall be construed in all respects as if any such invalid or unenforceable provision were omitted. By agreeing to the financial and all other terms herein, you agree to pay all costs I may incur upholding or defending any Care provision or policy.

In witness whereof the parties have set their hands the______day of_________20____at _________________, in the state of Minnesota.

Parent signature________________ Parentsignature_________________________

Childcare providers signature_____________________________

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