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Preparing your childcare program for the new school year sets the stage for a smooth transition, happy families, and a successful learning environment. From refreshing classrooms to training staff and engaging with families, there are many steps you can take now to ensure your program is ready to shine.
In this article, discover practical tips and resources to help your childcare or preschool program start the year strong.
Why preparing early matters
Running a successful childcare program means thinking ahead. Preparing for the new school year helps you stay organized, reduces last-minute stress, and creates a welcoming atmosphere for both children and families.
Benefits for children and families
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Smooth transitions ease first-day jitters.
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Updated classrooms foster excitement and curiosity.
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Clear communication helps parents and guardians feel confident in your program.
Benefits for staff and operations
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Staff feel more confident and prepared.
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Schedules and lesson plans stay on track.
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Policies and licensing requirements remain up-to-date.
Manage essential administrative tasks
Behind every thriving childcare program is strong organization. Taking time before the new school year to handle administrative responsibilities helps your program run smoothly and ensures compliance with regulations.
Implement new software
Consider adopting childcare management software like brightwheel to:
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Track attendance and check-ins
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Simplify family and staff communication
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Manage child and staff records
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Automate tuition billing
Investing in the right tools saves time and reduces paperwork headaches all year long.
Streamline billing and finances
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Review tuition rates and update as needed.
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Plan tuition invoicing schedules.
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Communicate any changes to families early.
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Ensure all financial records are current and organized.
Check licensing and regulations
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Confirm staff credentials are up-to-date.
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Update emergency procedures and documentation.
Plan a yearly calendar
Outline key dates:
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Holidays and closures
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Staff training days
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Family-teacher conferences
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Special events or field trips
Sharing your annual calendar with staff and families builds trust and prevents surprises.
Finalize enrollment and budget plans
A strong start to the school year depends on having your enrollment and finances well organized. Taking care of these tasks ahead of time helps you avoid stressful last-minute issues and sets your program up for success.
Enrollment tracking:
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Confirm which families are returning.
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Update waitlists and reach out to interested families.
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Use brightwheel’s enrollment tools to simplify this process.
Budget considerations:
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Plan for supply costs, repairs, or new materials.
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Allocate funds for staff training or new technology.
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Track tuition and fees to ensure financial stability.
Starting the year with clarity and well-organized systems gives you—and your staff—peace of mind and the confidence to focus on delivering quality care.
Childcare Licensing and Compliance Checklist
Download this free checklist to simplify the childcare licensing process.
Prepare curriculum and classroom materials
A strong curriculum is the heart of an engaging childcare program. Preparing lessons, activities, and classroom supplies in advance ensures children have a rich, consistent learning experience.
Choose a curriculum
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Research age-appropriate curriculum plans that align with your program's educational philosophy.
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Look for a curriculum that:
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Supports school readiness
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Includes social-emotional development
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Allows flexibility for different learning styles
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With brightwheel’s Experience Curriculum you’ll have access to digital lessons in brightwheel and hands-on learning materials mailed to you. This easy-to-implement curriculum system incorporates 35 research-based skills into playful games and discovery projects and allows you to easily log observations and track each child’s progress.
Gather supplies and materials
Stock up on:
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Art and craft supplies
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Sensory materials
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Books and story props
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Educational toys and manipulatives
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Cleaning and hygiene supplies
Lesson planning
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Map out weekly themes and activities.
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Prepare materials for the first few weeks of school.
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Incorporate seasonal events and holidays.
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Plan outdoor learning opportunities if possible.
Being well-prepared lets teachers focus on connecting with children rather than scrambling for materials each day.
Refresh your classrooms
A fresh, inviting classroom environment inspires both children and staff.
Deep cleaning tips
Establish a cleaning routine that helps you and your staff keep track of supplies and procedures.-
Clean carpets, toys, shelves, and learning materials.
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Check all furniture for safety and repair as needed.
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Disinfect high-touch surfaces thoroughly.
New classroom décor ideas
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Incorporate bright, calming colors.
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Create new bulletin boards with children’s art.
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Set up cozy reading nooks for quiet time.
Conduct safety checks
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Inspect fire extinguishers and emergency exits.
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Update first-aid kits.
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Check playground equipment for wear and tear.
Review policies and documents
Review and update:
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Health and safety protocols
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Emergency plans
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Licensing requirements
Staying compliant and transparent helps protect your program and reassure families.
Train your staff
Investing in your team’s skills and confidence is one of the best ways to ensure a smooth, successful start to the school year.
Update required certifications
Ensure all staff have current:
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CPR and First Aid certification
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Child Abuse Prevention training
Engage your team with productive staff meetings
Before the school year begins, gather your staff for an orientation meeting to align everyone on expectations, procedures, and goals. A well-planned meeting fosters teamwork, builds confidence, and ensures consistent practices across classrooms.
Here are some valuable topics to include:
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Classroom management techniques: Discuss positive behavior guidance strategies, setting classroom rules, and handling transitions smoothly. Sharing tips can help newer staff feel supported and experienced teachers stay fresh with new ideas.
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New licensing or state regulations: Review any changes in state or local childcare regulations that could impact classroom ratios, safety procedures, or record-keeping requirements.
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Strategies for family engagement: Brainstorm ways to build strong relationships with families, such as hosting open houses, using digital communication tools, or sending home newsletters. Engaged families are more likely to remain loyal and recommend your program to others.
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New technology or software: Train staff on technology platforms like brightwheel, which can streamline daily check-ins, family messaging, billing, and classroom documentation. Confidence in these tools saves time and reduces stress throughout the year.
Communicate with families
Strong communication from the beginning helps families feel connected and informed.
Create a family welcome packet
Include:
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Daily schedule
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Staff introductions
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Policies and emergency procedures
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Supply lists
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Special events calendar
Host a back-to-school night
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Introduce teachers and staff.
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Showcase new materials or curriculum updates.
Other ways to connect:
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Send email newsletters.
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Post updates on social media.
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Share messages in brightwheel for real-time communication.
Quick checklist to prepare your childcare program
Here’s a handy list to keep you organized:
✅ Implement new childcare management software tools
✅ Streamline billing processes and update financial records
✅ Check licensing and safety regulations
✅ Plan your annual calendar of events and closures
✅ Finalize enrollment and budget plans
✅ Choose and prepare your curriculum (like brightwheel’s Experience Curriculum)
✅ Gather classroom supplies and materials
✅ Deep clean and refresh classrooms
✅ Review and update policies and documentation
✅ Check all safety equipment and procedures
✅ Equip your staff through training and meetings
✅ Prepare welcome packets for families
✅ Host a back-to-school night to engage families
FAQ
How do I prepare my childcare program for the new school year?
Start by handling administrative tasks, refreshing classrooms, preparing curriculum, training staff, and communicating with families. Early preparation ensures a smooth transition for everyone.
What should be in a back-to-school packet for parents?
Include the daily schedule, staff introductions, policies, supply lists, and special events calendars.
How can I train my staff for back-to-school season?
Schedule a team meeting to cover classroom management, health regulations, and family engagement. Ensure all certifications are current.
Final thoughts
Preparing your childcare program for the new school year might feel overwhelming, but with thoughtful planning, you’ll set your staff, families, and children up for success. Whether you’re updating classrooms, reviewing policies, or implementing new tools, each step helps create a safe, engaging, and joyful environment where children thrive.
Brightwheel is the complete solution for early education providers, enabling you to streamline your center’s operations and build a stand-out reputation. Brightwheel connects the most critical aspects of running your center—including sign in and out, parent communications, tuition billing, and licensing and compliance—in one easy-to-use tool, along with providing best-in-class customer support and coaching. Brightwheel is trusted by thousands of early education centers and millions of parents. Learn more at mybrightwheel.com.
