Where would you put these?

[Country Kids]

Its contract/registration/handbook time once again!

I've decided to put more forms together for the parents but not sure if I should put them into the contract, the registration or the handbook.

Here are the forms I'm including:

Sunscreen
Waterplay
Bus Stop
Transportation
Substitute
Photo Release
Medical Releases
Shower clean up? (in the event of a blow out/throw up till parents arrive)
Arrival/Departure time

Please feel free to let me know what others I may have missed!

[Blackcat31]

Each enrolling family gets a folder of information. This is the list of forms in each folder:

• Written policy handbook
• Admit/Enrollment Form
• Weekly schedule form
• Emergency Contact Sheet
• Services/payment contract
• Rate sheet/agreement
• Immunization Form
• Chemical use sheet
• Abuse Reporting sheet
• Illness Form
• Insurance Notice
• Permission to Photograph
• Medication Form
• Cubby/basket checklist
• Yearly calendar

In the beginning of each month the families get e-mailed the following items:

• newsletter
• menu
• payment summary
• curricuum info
• list of supplies needed
• observation anecdotes
• goal chart/progress report

[Sugar Magnolia]

Wow Blackcat! I admire your organizational skills. Do you have any extra if that you can send me? Lol! I am a terrible administrator. Its usually a miracle my files pass inspections.

[DayCareDiva30]

Originally Posted by Blackcat31

Each enrolling family gets a folder of information. This is the list of forms in each folder:

• Written policy handbook
• Admit/Enrollment Form
• Weekly schedule form
• Emergency Contact Sheet
• Services/payment contract
• Rate sheet/agreement
• Immunization Form
• Chemical use sheet
• Abuse Reporting sheet
• Illness Form
• Insurance Notice
• Permission to Photograph
• Medication Form
• Cubby/basket checklist
• Yearly calendar

In the beginning of each month the families get e-mailed the following items:

• newsletter
• menu
• payment summary
• curricuum info
• list of supplies needed
• observation anecdotes
• goal chart/progress report

I would love to see a copy of the email you send out each month. Im tired of printing on monthly info for them for it to just sit in the kids cubby.

[Oneluckymom]

Me too, me too Blackcat !! Do you send these monthly sheets as attachments in the emails Blackcat?

[Blackcat31]

Originally Posted by Sugar Magnolia

Wow Blackcat! I admire your organizational skills. Do you have any extra if that you can send me? Lol! I am a terrible administrator. Its usually a miracle my files pass inspections.

Thank you Sugar! I am NOT really organized at all though....I am just really good at looking as if I am! I take my folders for each family and print out the necessary forms and include a checklist of those forms (which is the list I posted).

Then I know for sure that every item required by licensing is in the folder. I make up the folders ahead of time and when I give one out to a new family I immediately replace it so I ALWAYS have two "extra" folders just in case I may need a form or whatever.

If it makes you feel any better, it took me years to come up with a method that works for me. I update ALL forms every 3 months.....Jan. 1st, April 1st, July 1st, and October 1st. I have a list of things that need to be checked for updates such as addresses, phone numbers emergency contacts, immunizations and work info.

Sometimes a family has had changes and forgets to tell me so sending out up-date requests every 3 months helps them remember and helps me keep my files current for my licensor.

Originally Posted by DayCareDiva30

I would love to see a copy of the email you send out each month. Im tired of printing on monthly info for them for it to just sit in the kids cubby.

Originally Posted by Oneluckymom

Me too, me too Blackcat !! Do you send these monthly sheets as attachments in the emails Blackcat?

I used to print everything out and the parents would leave it in the cubby's too! Grrrr! So now, I e-mail each parent so I save a ton of paper now! I also REQUIRE each family to send me a reply (just a simply "got it" will do) so that I KNOW they received the information and can't come back later and say they didn't get told something. This also serves as documentation.

Here are the things I e-mail each month:

newsletter: this is not a typical newsletter flyer type thing but more of a note to ALL parents giving them reminders of events coming up, closed days, themes/topics for the month and any fun news or things to share. It is formatted like a letter and I write it the last Friday of the month and send it out that evening. This "newletter" is the actual e-mail to the parents and the rest of the items are sent as attachments.

menu : I pre-plan my monthly menu's and simply write them out on a blank calendar and include it in the e-mail to the parents as an attachment.

payment summary: This is the payment summary report generated through the MMK food program software. Each family receives a payment summary for the previous month.

curricuum info: Another blank calendar filled in with the themes/topics and general plan for the month

list of supplies needed I just keep a running idea of what supplies and items we need for the month and send this list (made using Word) as an attachment

observation anecdotes I keep anecdotal notes on ALL my kids. I simply open a new Word document each day. I enter things such as funny things they say or did, stuff we did as part of the day, who kids played with, what they did and the child's general disposition for eating, sleeping and playing as the day progresses. I use my laptop and have a file for each child. I copy and paste each child's individual observations on a sheet and send to each family so no family is updated on anyone except their own child.

goal chart/progress report Each month, every child is assigned a goal. I keep track of this goal using the observation and recording methods I mentioned above. I then give the family a short update on the progress their child has toward reaching their goal. I also include things they can do at home to help their child's progress.

I have 12 kids but writing and sending out these newsletters and updates really only takes me a short amount of time since most the stuff is recorded and tracked thoughout the entire month so I only have to separate each family's info and hit send. The calendars and menus only need to be done one time (not 12) and are simply sent to 12 different families so that is easy too.

If you are interested in seeing what a family would receive on the first of the month, PM me your e-mail address and I will send you what I would e-mail them.

[Sugar Magnolia]

Really knocks my socks off Blackcat! You rock! I did a screen shot of this (now that I know how, thanks to you!)so I can do your list here!!