Coming to Terms:
Establishing a Business Relationship with Parents
Presented by Tom Copeland, JD
Family Child Care Trainer and Author
AFSCME Department of Education
Welcome
This class will help you –
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Establish a business relationship with parents
Identify the four key elements of a contract
Ensure that parents won’t leave owing you money
Enforce your contract and policies
Instructor
• Tom Copeland, JD
• Partnership with National
Association for Family Child Care
• Call Tom: 800-359-3817 ex 321
• Email Tom: tcopeland@nafcc.org
After this class…
•You will be able to download the materials from this
class on www.afscme.org/providerprograms.
•You will get a certificate after you submit the quiz at
the end.
•CEU credits vary by state. Contact your local CCPT
or AFSCME affiliate office. We are working with
crediting agencies to have the workshops approved.
•Questions on AFSCME programs: Kate Headley
kheadley@afscme.org or (202) 429-5092
AFSCME is uniting child care workers!
AFSCME
CCWU (in NJ)
CCPT
VOICE
CCPUNITED
Business Resources
• www.resourcesforchildcare.org
– Hundreds of free articles, newsletter, and other
resources
• Resources from Redleaf Press
(www.redleafpress.org; 800-423-8309)
– Family Child Care Contracts and Policies – by Tom
Copeland
– The Redleaf Complete Forms Kit
– Sharing in the Caring – Agreement Packet
Poll - 1
How long have you been
in business?
1) Not yet in business
2) Less than 1 year
3) 1-5 years
4) 6-10 years
5) More than 10 years
Class Outline
1) Establish a business
relationship with parents
2) The difference between a
contract and policies
3) Key contract and policies
terms
4) How to enforce your
agreement
It’s illegal to discriminate based
on race, sex, color, religion,
disability, or national origin
Establish a Business Relationship
• You are your own boss
• Parents are not your “friends”
• You can set your own rules
– Highly structured/unstructured
program
– Religious/non-religious
– Hours open/ages of children, etc.
• How to say no – “I don’t think this
is the best place for your child”
Take Responsibility
• It’s up to you to establish a
business relationship with
parents
• Hardest thing to say to
parents –
“You owe me money”
No classes for parents on “How to pay your child
care provider on time!”
Communicate with Parents
• Use props to communicate business
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receipts
bulletin board
newsletter
written notes
contract and policies
Four Key
Elements of a Contract
• Names of the parties
• Terms of the contract
– Time
– Money
• Termination clause
• Signatures of both parties
Enforceable Contract Terms
• Time
– Hours open,
vacations, holidays,
sick days, professional
days, etc.
• Money
– Parent fees, late fees,
registration fees,
payment due dates,
child absent, etc.
Two Key Contract Money Terms
• Require parents to pay you
at least one week in
advance.
• Require parents to pay you
for last two weeks of care
at enrollment
– If a parent can’t afford it,
allow them to pay something
extra each week over time.
Termination Notice
“Parent must give at least a two week notice”
“Provider may terminate at will”
Holding Fee
• Parent wants to enroll child at a future date
• Two options
– Provider promises to hold space for a nonrefundable fee
• Fee should not apply to child care later
– Provider does not promise to hold space
Five Key Elements of Policies
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Provider information
Client responsibilities
Child care program
Illness, health/safety
Transportation of children
Parent Drop-off/Pick-up
• Parent shows up drunk or
without a car seat
• When a child is in danger
you face two risks:
– You are a mandated
reporter of child neglect
– You could be held liable if a
child is injured
• Adopt a policy to protect
the child
Transportation Policy
• When you think child is at risk
– Call others to pick up child
– Call a cab
– Tell parent to go home and get
car seat
– If parent refuses, call 911
• You cannot refuse the child to
the parent
Enforcing Your Agreement
• You must set your own
limits
• To enforce your agreement
there must be a
consequence for a parent
who fails to follow your
contract or policies
Parent Late Pick-Up
• Parent shows up late to
pick up child
• Possible consequences:
– Late fee: $1 a minute
– After two late pickups a
month - termination
Time Vs. Money
• When parent is late, which is
more important to you – time
or money?
– If it’s time – you don’t want to
work
• Enforce high consequence
($1/minute or more)
– If it’s money – you would work
longer if paid enough
• Adjust late fees so parents will pay
($.50/minute) or set an “evening
rate”
Caring for Subsidized Children
• You must follow state law
• Know state law to avoid
nonpayment
• Get parent to sign your contract
requiring full payment by parent
• Find out if you can charge parents in
advance, require last 2 weeks
payment in advance
Ending The Parent Relationship
-1
• Avoid the problem
– When not to accept parents
– Ask for references
– Question parents at the interview
• Deal with the problem
– Trial period
– Take notes
– Get outside help
Ending the Parent Relationship 2
• You can terminate your contract
– Disruptive behavior
– Violation of your contract
– Any other reason (except illegal discrimination)
• Give parents a warning before terminating
• Contact your licensor
• Don’t put reasons for terminating in writing
Three Choices of Life
• To resolve conflicts with
parents, get a coach to
help you choose one:
– “I am happy”
– “I am not happy” – Decide
what will make you happy
and enforce this on the
parent
– “I quit”
Closing
• By using your
contract and policies
you can establish a
business relationship
with parents
• You will have an
easier time if you set
clear rules and
enforce them
consistently
Contact Tom For Help
• Call: 800-359-3817 ex 321
• Email: tcopeland@nafcc.org
Good Luck!
After this class…
•You will be able to download the materials from this
class on www.afscme.org/providerprograms.
•You will get a certificate after you submit the quiz at
the end.
•CEU credits vary by state. Contact your local CCPT
or AFSCME affiliate office. We are working with
crediting agencies to have the workshops approved.
•Questions on AFSCME programs: Kate Headley
kheadley@afscme.org or (202) 429-5092