Running a childcare program requires juggling many responsibilities, from curriculum planning to ensuring the safety and well-being of every child. One administrative task that is crucial for smooth operations is creating and sharing a holiday and closure calendar. A well-organized calendar sets clear expectations, prevents confusion, and demonstrates professionalism.
This article will walk you through the importance of a daycare closure calendar, offer best practices for creating one, and provide tips for managing unexpected closures. By planning ahead, you can ensure that families and staff are well-informed, which helps build trust and maintain a positive relationship with your community.
Why a closure calendar matters
A clear and accessible calendar is more than just a list of dates. It's a foundational communication tool that offers significant benefits for your program, staff, and the families you serve. When everyone knows what to expect, your entire operation runs more smoothly.
Key benefits include:
- Improved family satisfaction: Families need to plan their schedules in advance for work and other commitments. A reliable calendar allows them to make necessary arrangements for alternative care, reducing their stress and increasing their appreciation for your program's organization.
- Streamlined staff management: A calendar helps your staff plan their personal time, vacations, and appointments. This transparency can improve morale and reduce last-minute requests for time off, making scheduling and payroll more predictable.
- Enhanced operational efficiency: With a set schedule, you can plan for professional development days, deep cleaning, and facility maintenance without disrupting your regular program. It also simplifies administrative tasks like budgeting and resource allocation for the year.
- Clearer financial expectations: When your calendar clearly outlines paid and unpaid holidays, it helps families understand their tuition obligations. This transparency can reduce billing disputes and ensure more consistent revenue for your program.
Key holidays and closures to include
When creating your calendar, you'll need to decide which days your program will close. This list often includes federal holidays, but you might also consider school district schedules, professional development days, and seasonal breaks.
Common closures to include in your daycare closure calendar are:
- New Year's Day
- Martin Luther King Jr. Day
- Presidents' Day
- Memorial Day
- Juneteenth
- Independence Day
- Labor Day
- Thanksgiving Day and the following Friday
- Christmas Eve and Christmas Day
- New Year's Eve
In addition to these, consider including:
- Seasonal breaks: Many programs close for a week during the winter holidays or for a period in the summer.
- Professional development days: Set aside specific days for staff training and curriculum planning. This demonstrates a commitment to quality education and care.
- Facility maintenance days: Plan for days needed for deep cleaning, repairs, or facility upgrades.
To help you get started, we've created a customizable calendar template. You can download it and adapt it to fit your program’s specific needs.
Calendar Template for Early Education Programs
A free school year calendar template to organize important dates, engage families, and simplify planning.
Best practices for calendar creation and communication
Once you've decided on your closure dates, the next step is to formalize the calendar and share it effectively. How you communicate this information is just as important as the calendar itself.
Creating your calendar
- Plan annually: Develop your calendar for the entire upcoming year. This gives everyone ample time to plan.
- Check local school schedules: If you serve school-aged children or your families have older kids, aligning with the local school district's calendar for spring break or winter holidays can be a huge help to them.
- Review your policies: Ensure your closure dates align with your program's policies on paid holidays for staff and tuition policies for families. Clearly state which closures are paid and which are not.
Communicating your calendar
- Distribute early: Share the calendar with families and staff well before the start of the new year. A good time to do this is during the fall enrollment or re-enrollment period.
- Use multiple channels: Don't rely on a single method of communication. Distribute your calendar through various channels to ensure everyone receives it. This can include:
- Emailing a digital copy to all families and staff.
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- Posting it on your program’s website or family portal.
- Including it in your enrollment packet for new families.
- Displaying a printed copy in a prominent location at your facility, such as the check-in area.
- Send reminders: As a holiday or closure approaches, send a reminder a week or two in advance. This is a helpful courtesy that families will appreciate.
How to manage unexpected closures
Despite the best planning, unexpected events like severe weather, power outages, or public health emergencies can force a temporary closure. Having a clear plan in place for these situations can minimize chaos and keep everyone safe and informed.
Here are some tips for managing unforeseen closures:
- Establish a communication protocol: Decide in advance how you will notify families of an emergency closure. A mass texting service or an app like brightwheel with push notifications is often the most effective way to spread the word quickly.
- Update your policies: Include an emergency closure policy in your parent handbook. This policy details how tuition and fees are handled in these situations. Some programs offer partial refunds or credits; others state no refunds for closures beyond their control.
- Stay informed: Follow local news and emergency services for updates on weather or other situations that might affect your ability to operate safely.
- Communicate clearly and promptly: When a closure is necessary, inform families and staff as soon as a decision is made. Provide a clear reason for the closure and, if possible, an estimated time of reopening.
Strengthen your program through clear planning
A well-planned daycare closure calendar is a simple yet powerful tool for building trust and ensuring the smooth operation of your childcare program. By setting clear expectations and communicating them effectively, you show families and staff that you are organized, professional, and respectful of their time.
Taking the time to plan your year, communicate proactively, and prepare for the unexpected will contribute to a more stable and successful program for everyone involved.
