R400.8113 Information provided to parents

R400.8113 Information provided to parents

Rule 113 (1)

1. A center shall provide a handbook, electronically or hard copy, to each parent enrolling a child that includes at least all of the following:

1. Criteria for admission and withdrawal.
2. Schedule of operation that denotes the hours, days, and holidays during which the center is open and services are provided.
3. Fee policy.
4. Discipline policy.
5. Food service policy.
6. Program philosophy.
7. Typical daily routine.
8. Parent notification plan for accidents, injuries, incidents, and illnesses.
9. Transportation policy, if applicable.
10. Medication policy.
11. Exclusion policy for child illnesses.
12. Notice of the availability of the center’s licensing notebook and that it contains the items described in R 400.8110(4).

RATIONALE

Clear, written policies ensure that parents are aware of center policies and expectations.

TECHNICAL ASSISTANCE

The written information packet can be made available to parents online.

Admission/Withdrawal Policy

An admission policy should include the following:

• Age requirements for the child.
• Specific geographic requirements, if required.
• Organization affiliation requirements, if required.
• Income requirements, if required.
• Documents that must be filled out and submitted before acceptance (immunization record, the child information card, etc.).

A complete withdrawal policy has two parts:

• Reasons why the center would dismiss a child, such as:
  • nonpayment of fees,
  • whether the program suits a child, and
  • specific behaviors that are unacceptable (e.g., excessive biting or aggressiveness, too many absences).
• What parents need to do if they decide to withdraw their child:
  • how much notice must be given and
  • whether there is a penalty for not giving enough notice.

  Fee Policy

  The fee policy should include the following:

  • If there is an enrollment or application fee and the amount.
  • The tuition amount and ways to pay.
  • The payment schedule, including late fees.
  • Additional fees for special trips or projects.
  • Fees for days the center is closed.
  • Fees for days a child is ill or on vacation.

  Discipline Policy

  The discipline policy must refer to methods described in R 400.8280.

  Food Service Policy

  Child care centers that care for children more than four hours per day must provide the food or get a signed, written agreement from the parent saying the parent chooses to provide the food. In either case, the center needs to name the food service program in a written policy to parents.

  If the center is providing food, the policy should clearly spell out:

  • What meals will be served and at what time.
  • Menus will be posted in a place where parents can see it, and will note food substitutions.
  • The meals will be in line with the minimum meal requirements of the Child and Adult Care Food Program.
  • The center will comply with rule 400.8330(3) & (4) to make sure children with special dietary needs receive meals/snacks in accordance with the child’s needs.

  If parents are providing meals, the policy should spell out:

  • What meals the parent will provide.
  • The child will not be kept from having a meal or snack if the parent fails to provide it.
  • If the center is serving some meals or snacks or a portion of the meal, such as milk.

  Program Philosophy

  The program philosophy describes the center’s purpose and beliefs.

  Typical Daily Routine

  The typical daily routine should include:

  • The general time frame for daily activities and
  • activities that happen less often (gym time on Wednesdays).

  Parent Notification Plan for Accidents, Injuries, Incidents, and Illnesses

  As required by 400.8263(1), centers must develop a plan on how the center will notify parents when:

  • The center observes changes in the child’s health,
  • A child has an accident, injury, or incident,
  • When a child is too ill to stay in the group.

  See 8263 for more information.

  Transportation, if applicable

  • If transportation is provided, refer to rules 8701 - 8770
  • Parents Permissions for Transportation in rule 8780
  • Parents should always know where their children are. Give parents information about each field trip date/time/location

  Medication

  If the center gives medication refer to rule 8260

  Exclusion Policy for Child Illnesses
  As required by 400.8263(5), centers must develop a policy saying when children will be not allowed in (excluded) from child care due to illness.

  BEST PRACTICE

  The center program administrator or a program staff should go over all center policies with parents at the time of enrollment.

  Centers may choose to include other information the center thinks is important for parents to know in a parent handbook. Using a handbook
  format makes sure all materials are kept in one place for easy access.

  Schedule of Operation

  It is recommended to include a policy for snow/inclement weather days.

  Program Philosophy

  The center may want to think about including the center’s mission statement and the type of program being offered in the program philosophy.

  Licensing Notebook

  The Licensing Notebook Summary Sheet (CCL-5052) may be used as the required summary sheet in the licensing notebook. If a licensing notebook is not made available onsite, then parents shall be provided the department’s website to access reports found here.

  The Parent Notification of the Licensing Notebook (CCL-5053) may be used to notify parents of the licensing notebook.

Rule 113 (2)

2. Documentation that the parent received the handbook, as required by subrule (1) of this rule, must be maintained on file at the center.

RATIONALE

Ensures that parents are aware of center policies and expectations.

TECHNICAL ASSISTANCE

It is ok to get a written statement from parents that they received all the documents required by subrule (1) of this rule. A single written statement may be used for all children in the same family; electronic signatures are allowed.

If the written information packet is given to parents online, the written documentation from parents must show where it can be found online.

BEST PRACTICE

The Written Information Packet Documentation (CCL-4340) form may be used to document that parents received all of the documents required by subrule (1) of this rule.

A single CCL-4340 may be used for all children in the same family. This can be found at Child Care Forms.

Rule 113 (3)

3. For infants and toddlers, a center shall provide parents with a written daily record that includes at least the following information:

1. Food intake time, type of food, and amount eaten.
2. Sleeping patterns indicating when and how long the child slept.
3. Elimination patterns, including bowel movements, consistency, and frequency.
4. Developmental milestones.
5. Changes in the child’s usual behaviors.

Rule 113 (4)

4. Parents of children with special needs may request a written daily record that includes at least the information required by subrule (3) of this rule.

RATIONALE

Provides parents with information about their child on a daily basis. Ensures continuity of care and communication among child care staff members. Facilitates observation and documentation of changes in a child's feeding habits, sleeping patterns, elimination patterns, and development to determine possible health problems.

TECHNICAL ASSISTANCE

Options for providing this information to parents include:

• Letting the parent look at the written daily record when picking up their child.
• Electronically.
• In written format.

If parents of children with special needs request a written daily record, it must include at least the information required by subrule (3) of this rule.

BEST PRACTICE

• Entries must be made in a timely manner as each event occurs.
• It is recommended that the written daily record be used to be comply with R 400.8274(5).
• It is recommended that the center maintain a copy of the written daily record.