A childcare employee handbook is a vital document that outlines the policies, procedures, and expectations for staff members working in a childcare program. It serves as a central resource for onboarding, daily operations, and maintaining compliance with state regulations while clarifying the mission and values of the business.
Staff Handbook Template for Early Education Programs
Use this free template to create a childcare employee handbook that your staff can reference.
What is a childcare employee handbook?
A childcare employee handbook is a thorough, written record of what all staff members need to know to perform their jobs effectively. It acts as a support tool for orientation and onboarding and a reference guide for daily use.
Unlike a handbook for families, which outlines policies for the children’s guardians, the employee handbook focuses on the staff's relationship with the employer. It generally includes program policies, employee expectations, benefits, and safety protocols. For childcare providers, it specifically addresses care standards, staff-to-child ratios, and communication guidelines.
Why your childcare employee handbook matters
A well-crafted handbook helps new staff understand your program's mission and provides current employees with a clear reference for workplace standards. By outlining safety protocols and communication guidelines, you reduce confusion and support consistency across your team.
Additionally, a handbook helps your program stay compliant with state and local regulations. It establishes a professional foundation that builds trust, improves morale, and ensures every staff member has the information they need to deliver high-quality care.
What to include in a childcare employee handbook
To write an effective handbook, you must identify your audience. Whether you employ teachers, administrative assistants, or facility managers, your handbook needs to address everyone.
While you can tailor the document to your specific needs, most handbooks should include the following sections:
1. Welcome and mission statement
2. Employment at your program
3. Employment policies and procedures
4. Professional and ethical conduct
5. Professional growth and development
6. Employee disciplinary policy
7. Philosophy and curriculum
8. Expectations for working with children and families
9. Childcare practices
10. Health and safety practices and policies
11. Classroom maintenance and procedures
12. Emergency procedures
13. Volunteers/student teachers
14. Acknowledgment
1. Welcome and mission statement
The introduction welcomes new staff and provides context about your childcare business, including its history and leadership. Include a mission statement that details the purpose of your program. This section sets the tone for the employment relationship and helps staff connect with your childcare philosophy.
2. Employment at your program
Provide an overview of employment requirements, such as age, education, health clearances, and vaccinations. This section also covers essential policies regarding non-discrimination, ADA compliance, and at-will employment status.
Pro tip: A tool like brightwheel’s center management feature can streamline staff records, giving you easy access to contact information, health records, and certification tracking.
Brightwheel keeps my day running smoothly. You know what is happening at your center every single day. It keeps things seamless so you have more time to focus on the things you want to focus on." Alyssa D., Executive Director of McNeilly Center for Children in Nashville, TN
Parent communication has drastically improved thanks to brightwheel. Parents are more in tune with what’s going on at school, so they’re more responsive. Because brightwheel is easy and quick to use for everybody.” Cally B. Assistant Director at MBCC Journey in Birmingham, AL
3. Employment policies and procedures
Outline what employees can expect regarding their work schedules, breaks, meal periods, and paydays. Be sure to clarify your policies on overtime, vacation time, leaves of absence, and benefits eligibility so staff understand their compensation and rights.
4. Professional and ethical conduct
Proper conduct is critical when working with children and families. Summarize expectations for interactions with children, families, and colleagues. You might include policies on social media use, dress code, photography, security, and attendance to ensure professional standards are met.
5. Professional growth and development
Detail how your program supports employee success. Describe your onboarding process, training requirements, and mandatory events like professional development days. Include information on staff evaluations and continuing education opportunities to encourage career growth.
6. Employee disciplinary policy
Clearly define what actions constitute grounds for discipline or termination. Explain the procedures for termination, receiving a final paycheck, and conducting exit interviews. Including terms for voluntary resignation helps manage staff transitions smoothly.
7. Philosophy and curriculum
Describe the educational philosophy of your childcare program. Explain the environment you strive to create for staff, children, and families. This section can also summarize your approach to the curriculum and the developmental milestones your program focuses on.
8. Expectations for working with children and families
Set expectations for how staff manage various situations, from conflict resolution to communicating with families. Include guidelines for recording observations, assessing children, and maintaining safety on the playground. You must also include procedures for mandated reporting regarding suspected abuse or neglect.
9. Childcare practices
List specific staff responsibilities related to daily care, such as mealtimes, nap times, diapering, and toilet training. Use resources provided by your state licensing agency to ensure these guidelines meet all regulatory requirements.
10. Health and safety practices and policies
Outline practices for reducing the spread of illness and preventing injury. Include rules for daily health screenings, handwashing, food handling, and cleaning. Cover your sick policy, medication administration, and how to file an incident report.
Pro tip: With brightwheel's childcare incident reports feature, staff can log incidents digitally, saving time and allowing for instant updates to families.
11. Classroom maintenance and procedures
Detail the opening and closing procedures and daily cleaning routines required to keep your facility safe. Providing checklists for these tasks helps staff maintain consistency and ensures nothing is overlooked.
12. Emergency procedures
Provide instructions for various emergencies, including medical situations, evacuations, and lock-downs. A clear emergency preparedness plan helps keep staff and children safe and reduces risk.
13. Volunteers and student teachers
If your program uses volunteers or student teachers, outline their specific guidelines and supervision requirements. Clarify any necessary training or qualifications they must meet before working with children.
14. Acknowledgement
Provide a space for staff to sign and date a statement acknowledging they have received, read, and understood the handbook. Keep this signed page in their personnel file for your records.
Staff Handbook Template for Early Education Programs
Use this free template to create a childcare employee handbook that your staff can reference.
How to update and maintain your childcare employee handbook
Laws, licensing requirements, and internal policies change over time. Follow these best practices to keep your handbook current:
- Review regularly: Schedule an annual review to check for changes in licensing rules and employment laws.
- Monitor regulation changes: Subscribe to newsletters from your licensing authority to stay informed about new state or federal regulations.
- Document changes immediately: Update the handbook as soon as new policies are approved, especially if they affect safety or compliance.
- Communicate updates: Notify employees of revisions immediately via email or staff meetings. For major changes, request a signed acknowledgment form.
- Version control: Label the latest version with a date and archive old versions for legal reference.
Frequently asked questions
What should be included in a childcare employee handbook?
A childcare employee handbook should outline your program's mission and values, staff roles and responsibilities, daily schedules, health and safety protocols, child supervision guidelines, communication policies, and expectations for professional conduct. It should also include information on benefits, time-off policies, pay schedules, and any procedures required by licensing authorities.
Is a childcare employee handbook legally binding?
No, a handbook is generally not a contract of employment. It serves as a guide to policies and expectations, but it does not usually create a legally binding agreement between the employer and employee.
How often should I update the handbook?
Review your handbook at least once a year. However, you must update it immediately if there are changes to safety regulations, employment laws, or significant program policies.
Can I share my handbook digitally?
Yes, sharing handbooks via PDF or a staff portal is efficient and allows for easy updates. Just ensure you have a process for staff to sign an acknowledgment that they have received and read the digital version.
Customize your childcare employee handbook
Crafting an effective childcare employee handbook is essential to creating a productive, consistent work environment. By clearly outlining employment basics, policies, and procedures, you give staff the guidance and clarity they need to succeed in their roles.
