A well-crafted preschool parent handbook is crucial for effective communication between families and staff. It clearly outlines expectations, policies, and procedures, creating a strong foundation for a successful partnership in supporting children's development.
Whether you're creating a new preschool parent handbook or updating an existing one, this article offers valuable insights to ensure it becomes an essential resource for both your program and the families you serve.
Family Handbook Templates for Childcare Centers and Preschools
Use these templates to create a comprehensive and well-organized handbook for the families you serve.
What to include in your preschool parent handbook
While every preschool parent handbook will differ, all contain important information about your program. To make it easy for you and your families to reference, start with a table of contents.
A thorough handbook covers all policies and procedures. This includes your childcare philosophy, enrollment policies, sign-in procedures, health and safety regulations, emergency plans, and billing policies. Remember to update your handbook and notify families whenever you revise or add new policies.
Simplify your administrative tasks and streamline your operations with brightwheel's center management feature. Easily distribute handbooks or policies to specific rooms or your entire program and tailor reports, schedules, and observations to suit your business needs.
I often describe brightwheel as the brain of our center. It helps me manage every aspect of our program from signing in and out to billing to maintaining relationships with families. I love that it’s all in one system and centralized." Audra T., Executive Director of Happy Campers in San Carlos, CA
Below are the key sections to include in your preschool parent handbook.
- 1. Introduction and welcome
- 2. Childcare and teaching philosophies
- 3. Operating information
- 4. Enrollment, waitlist, and withdrawing policies
- 5. Sign-in and pick-up procedures
- 6. Sample daily schedule
- 7. Meals, snacks, and additional supplies
- 8. Sick days and schedule interruptions
- 9. Special classroom activity rules
- 10. Codes of conduct and discipline procedures
- 11. Health and safety regulations
- 12. Emergency procedures
- 13. Parent conferences and communications
- 14. Billing policies
- 15. Forms to return
- 16. Acknowledgment and signature
1. Introduction and welcome
Start your handbook with a warm welcome to families. This is a great opportunity to express your commitment to the community and your excitement for the year ahead. Keep this section brief but thoughtful, as it sets the tone for your program's relationship with families.
2. Childcare and teaching philosophies
Every childcare program has a unique approach to early childhood education. Outlining your teaching philosophy gives families a clear idea of what to expect.
- Share details about your curriculum and how you will communicate children's developmental progress.
- Explain your approach, whether it's play-based learning or focused on academic skills.
- Use clear, accessible language. Instead of technical jargon, focus on the specific outcomes you aim for and how you help children achieve them.
This information helps families understand their child's daily experiences and how teachers approach learning and development.
3. Operating information
This section is an essential reference for both families and staff.
- Hours and calendar: Include facility hours, care schedules, a calendar with start and end dates, half-days, and holiday closures. This helps families know when care is available.
- Contact information: Provide your program’s phone number, email address, website, and physical address.
If you send a digital handbook, ensure the calendar page is easy to print.
4. Enrollment, waitlist, and withdrawing policies
Even if your preschool parent handbook is only for enrolled families, including enrollment information is useful for re-enrollment or referrals.
- Enrollment: Detail program costs and eligibility requirements.
- Waitlist: Explain your waiting list process, such as whether siblings get priority or if there are early-enrollment periods. Be transparent about when families can expect to hear back.
- Withdrawal: Outline the procedure for withdrawing a child. Include how much notice is required and if there are any penalties. Clear procedures make ending a care agreement smoother for everyone.
With tool like brightwheel's enrollment feature, you can make enrollment easier for your families and your center. You can accept online applications and manage your admissions digitally and use waitlists to automatically admit new children to your program.
5. Sign-in and pick-up procedures
Clear sign-in and sign-out procedures help families feel safe and confident.
- Explain how the process works so families can prepare their children.
- Include policies on late and early arrivals and departures.
- If you use a digital check-in system, explain how it works.
- Outline your policies for pick-ups by non-guardians.
6. Sample daily schedule
A well-defined daily schedule gives families a clear picture of their child's day. Outlining specific times for activities, meals, and naps helps children feel secure, which can lead to smoother transitions and reduced anxiety.
7. Meals, snacks, and additional supplies
This comprehensive section covers detailed information about the meals and snacks you provide at your program and any additional supplies that families need to provide.
- Food: Detail the types of meals and snacks offered, ingredients used, and portion sizes. Mention how you handle dietary restrictions and allergies to reassure families their child's nutritional needs will be met.
- Supplies: Provide a clear list of required items, such as spare clothes, diapers, wipes, or specific comfort items. This helps families prepare without last-minute rushes.
8. Sick days and schedule interruptions
Outline your sick policy and the protocol for contacting families if a child needs to go home.
- Sick policy: Specify when a child should stay home (e.g., a temperature above 100°F) and the criteria for returning. Explain how families can notify you of an absence.
- Schedule interruptions: Include your policies for weather-related events like snow days. Explain how you will notify families and detail procedures for half-days or early pick-ups.
9. Special classroom activity rules
Use this section to outline rules for special activities like birthday parties or holiday celebrations. For example, clarify if families can bring in treats. Also, cover guidelines for field trips, including permission requirements and what happens if a child does not get permission to attend.
10. Codes of conduct and discipline procedures
Sharing your codes of conduct sets expectations for how everyone in your childcare community treats one another.
- Outline expected behavior for teachers, children, and families.
- Detail disciplinary procedures for any behavioral issues.
- Explain how and when families will be notified of any incidents.
Addressing this topic directly ensures your community understands how you will handle potential issues.
11. Health and safety regulations
Provide all necessary health and safety information for your childcare program.
- Explain how you comply with state regulations, such as child-to-staff ratios, and where families can find your certifications.
- Include information on your medication policies. Do you require specific forms or a physician’s authorization to dispense medication?
12. Emergency procedures
Detail your procedures for emergencies, from weather alerts to accidents.
- Specify your emergency meeting points in case your building is inaccessible.
- Clarify who will contact families and how they will receive updates.
- Outline how families of children with medical conditions, like severe allergies, can create a specific emergency plan with teachers.
Keep this section factual and straightforward to inform without causing unnecessary alarm.
13. Parent conferences and communication
While your handbook will outline specific instances when families will be notified or need to reach out, it’s also important to include a section on general family communication practices, as your program will connect with parents far more frequently than just the scenarios described above.
In this section, include the following:
- How often will you meet with families, and what is covered in parent-teacher conferences?
- How can families expect to receive routine updates, such as through a daily app or a weekly newsletter?
- Are there opportunities for families to get involved and support the program?
- What is the policy for visiting during school hours?
- How should families contact you with non-emergency questions or concerns?
- How can families update their child's information?
14. Billing policies
A clear billing and payment policy section in your preschool parent handbook helps your business run smoothly and keeps families informed. Include the following:
- Your pay structure and payment due dates
- Late payment policies
- Accepted forms of payment (e.g., check, autopay)
- Any additional charges to expect (e.g., for field trips)
- How sick days, holidays, and other schedule interruptions affect billing
15. Forms to return
Include a checklist of all required forms that families need to return before the start of the school year. This helps families track what they have completed and ensures all necessary paperwork is submitted on time.
16. Acknowledgment and signature
End your preschool parent handbook with a section for families to sign and return. This signature confirms that they have read, understood, and agree to the policies outlined in the handbook.
Additional content to improve your preschool parent handbook
To make your preschool parent handbook even more valuable, consider adding these sections:
- Staff biographies: Introduce your teachers and staff with short bios and photos. This helps build trust and personalizes the experience for families.
- Curriculum overview: Provide a more detailed look at your curriculum for the year. Include learning objectives and key themes for each month or season.
- Community resources: List local resources that might be helpful for families, such as pediatricians, child psychologists, or family activity centers.
- Volunteer opportunities: If you welcome family volunteers, create a section detailing how they can get involved, what the requirements are, and who to contact.
- Glossary of terms: Define any educational terms or jargon used in the handbook (e.g., "fine motor skills," "scaffolding") to ensure all families have a clear understanding.
By creating a thorough and user-friendly preschool parent handbook, you lay the groundwork for a positive and collaborative experience, ensuring everyone feels confident, supported, and involved in the children's growth and development.
Preschool parent handbook examples
The below preschool parent handbook examples can offer inspiration as you create your own family handbook or update an existing one.
Crossroads Weekday Preschool parent handbook
The Crossroads Weekday Preschool parent handbook is an example of a handbook done well. The table of contents outlines the important information to communicate to families including their calendar, various policies and procedures, and details on their mission statement and program goals.
Berkeley Unified School District parent handbook
For information on enrollment policies, you can use the Berkeley Unified School District parent handbook as a guide. This handbook dedicates nearly three pages to eligibility, enrollment requirements, and guidelines for children and parents.
For example, the Berkeley Unified School District outlines that they enroll toilet-trained children between the ages of two and five. Childcare programs can determine who is eligible to be a part of their program, and this handbook can help guide you in making your decision.
Spring Valley United Methodist Church Preschool parent handbook
The Spring Valley United Methodist Church Preschool parent handbook covers specific information regarding the curriculum, absence policy, tuition and fees, and more.
Additionally, their handbook contains a breakdown of teacher-to-children ratios and procedural information on emergency responses. The preschool parent handbook also includes the following sections: licensing, immunizations, discounts, allergy action plan, pets/animals, and field trips.
Final thoughts
A thorough preschool parent handbook sets clear expectations for families, fosters collaboration, and provides a nurturing environment for children to thrive. A family handbook serves as a valuable resource that keeps parents informed, addresses concerns, and promotes a strong partnership between providers and families.
With a comprehensive parent handbook in place, childcare programs can lay the foundation for a positive and successful childcare experience, where everyone feels confident, supported, and actively involved in the growth and development of the children in their care.
