Governance & Policy Systems

Clear systems ensure operational excellence and a positive family experience. Administrators must manage multiple regulatory and business components

Strong governance systems ensure child care center businesses:

• Stay compliant with CCLD and all other regulatory agencies
• Maintain accurate records and documentation to protect your program
• Establish clear expectations for families, staff, and volunteers
• Respond effectively to emergencies
• Strengthen communication and relationships built on trust
• Make consistent decisions rooted in health, safety, and professionalism
• Plan for continuous improvement and long-term sustainability

These Systems Include: 

• Human Resources
• Family and Staff/Volunteer Handbooks
• Governance structure and operating procedures
• Safety compliance policies aligned with licensing
• Accurate financial controls and recordkeeping
• Enrollment and waitlist management
• Transparent communication systems with families
• Technology solutions (billing platforms, attendance logs)

Human ResourcesThe human resources field recognizes that staff satisfaction is directly connected to achieving organizational goals and this is especially true in Child Care Center Businesses, where consistent staffing and teamwork are essential to program quality and compliance. Centers rely on a range of staff and volunteers including teachers, aides, floaters, substitutes, and support personnel to maintain appropriate adult child ratios, implement daily routines while ensuring consistent quality care across classrooms and schedules. Clear communication and intentional attention to staff and volunteer needs including those who work part-time, temporarily, or on an as-needed basis can significantly reduce absenteeism, strengthen reliability, improve retention, and increase families’ confidence in the program.

When staff and substitutes clearly understand their roles, expectations, and responsibilities, Child Care Centers operate more smoothly and consistently. Children benefit from stable, predictable caregiving and learning environments; families develop trust in center practices and professionalism; and administrators are better protected from misunderstandings, licensing concerns, and potential liability risks. Written guidance also supports consistent implementation across classrooms by clarifying supervision expectations, safety procedures, communication protocols, and professional boundaries.

It’s essential for Child Care Center Businesses to establish clear roles, expectations, and procedures for all staff members, substitutes, and volunteers who support program operations. This includes developing comprehensive job descriptions, aligning practices with applicable licensing and labor requirements, and maintaining required documentation in accordance with Community Care Licensing (CCLD) regulations. Clear, well-documented policies demonstrate professionalism, support compliance during inspections, and provide clarity during daily operations, emergencies, staffing changes, and periods of program growth.

Strong HR systems protect children, support staff effectiveness, and reduce operational risk.

Policies & Procedures Child care centers must maintain clear, written policies that guide daily operations and demonstrate compliance during inspections.

Key items that should be clearly stated and documented include:

• Written job descriptions for assistants, substitutes, and volunteers outlining primary duties, supervision expectations, authority limits, and work schedules
• Required qualifications and age requirements as defined by Community Care Licensing regulations
• Roles and responsibilities during daily routines, including arrival and departure, meals, rest time, outdoor play, toileting, and diapering
• Adult-to-child ratio responsibilities and expectations for active supervision (sight & sound) at all times
• Curriculum and learning environment expectations, including:
  • The program’s curriculum approach or philosophy (play-based, developmentally appropriate practice, inclusive practices, etc.)
  • Staff roles in supporting planned activities, routines, and learning experiences
  • Expectations for engaging children during activities, transitions, and play
  • Use and care of learning materials, toys, and equipment
• Clean-up and sanitation procedures, including:
  • Daily clean-up responsibilities before, during, and after activities
  • Proper cleaning and sanitizing of toys, surfaces, bathrooms, eating areas, and sleeping equipment
  • Safe handling and storage of food, pets, cleaning supplies
  • Expectations for children’s participation in age-appropriate clean-up routines
• Procedures for transitions, staff absences, and substitute coverage
• Professionalism and confidentiality expectations, including respectful communication with children, families, and the provider
• Clear boundaries related to working in a home-based environment, including use of personal space and belongings
• Health and safety responsibilities, including hygiene practices, safe sleep procedures, injury prevention, and incident reporting
• Mandated reporter responsibilities and procedures for reporting suspected child abuse or neglect
• Child guidance and behavior support practices, including positive guidance strategies and prohibited practices
• Orientation procedures for new assistants, substitutes, or volunteers, including review of policies, emergency plans, and daily routines
• Training expectations, including required certifications and any recommended ongoing professional development
• Substitute procedures, including notification, required preparation, and supervision expectations
• Required documentation maintained on file, including:
  • Staff/Volunteer Application
  • Current CPR and First Aid certification
  • Tuberculosis (TB) clearance
  • Criminal background clearance and Livescan fingerprinting
  • College Transcripts and Child Development Permits as applicable
• Attendance and punctuality expectations, including procedures for notifying the provider of schedule changes
• Emergency and disaster procedures, including evacuation roles, shelter-in-place expectations, and family communication plans
• Procedures for accidents, injuries, illness, and parent notification

• Signed acknowledgment forms confirming receipt, understanding, and agreement to follow handbook policies

Establishing and maintaining these practices supports Child Care Centers in operating as stable, compliant, and professional organizations. Clear expectations related to staff roles, classroom responsibilities, curriculum implementation, and daily clean-up procedures promote consistency across classrooms and routines. This consistency strengthens children’s sense of security, builds family confidence in center operations, and helps protect the program by reducing misunderstandings and compliance risks. Together, these practices support long-term program quality, operational sustainability, and the trust of the families and communities served.

Handbooks Family and Staff/Volunteer Handbooks are foundational tools for every Child Care Center, supporting clear communication, shared expectations, and consistent implementation of program policies and procedures. Well-developed handbooks help ensure safe, professional, and well-organized center operations across classrooms, staff roles, and daily routines.

A comprehensive Family Handbook clearly communicates the center’s mission and values, daily schedules, health and safety practices, enrollment policies, and family communication processes.

The Staff and Volunteer Handbook define roles, responsibilities, supervision structures, and required practices across classrooms and program operations. These handbooks support consistency, accountability, and alignment with licensing, labor, and workplace requirements, helping staff understand expectations related to curriculum implementation, child supervision, health and safety procedures, and professional conduct.  Together, these handbooks reduce misunderstandings, promote smooth day-to-day operations, and protect the Child Care Center, its staff, volunteers, and the families it serves by establishing clear, shared agreements that guide program operations and decision-making.

Family (Parent) Handbook By outlining what families can expect and what is expected of them. Family handbooks build trust, strengthen partnerships, and support positive relationships from the very beginning.  Encourage families to keep their copy of the handbook handy and to feel free to ask relevant questions anytime.

Your Family Handbook Should Clearly Explain:

• Mission and philosophy of your program
• Program description (ages served, hours of operation, daily schedule, curriculum, meal service provided or not)
• Fees, payment schedules, late payment policies, holidays, and closures
• Health and illness policies, medication procedures, and required enrollment forms
• Drop-off and pick-up procedures, emergency and disaster plans, transportation (if applicable)
• Communication practices with families and approach to guidance/discipline
• Family involvement and engagement opportunities

Many programs ask families to sign a Parent Handbook acknowledgement form. By signing, parents confirm that they have received, read, and understand the handbook and agree to follow the program’s policies and procedures. This signed form helps ensure clear communication and shared expectations between you and the families you serve.  A sample version of this form is located in the Additional Resources section of this Toolkit.

Staff and Volunteer Handbook  Staff and Volunteer Handbook is an important resource that outlines expectations, responsibilities, and professional standards for everyone working in your program. It helps ensure that all adults supporting children understand the policies that protect health, safety, and high-quality care. This handbook is meant to promote consistency, clear communication, and a shared commitment to creating a nurturing environment where children can learn and thrive.

Your Staff/Volunteer Handbook Should Clearly Explain:

• Roles, responsibilities, and expectations for professional conduct
• Supervision practices, safety protocols, and emergency procedures
• Confidentiality requirements and mandatory reporting responsibilities
• Communication standards with families, children, and colleagues
• Guidance and discipline approaches aligned with program philosophy
• Daily routines, job duties, and attendance/timeliness expectations
• Procedures for health, illness, medication handling, and hygiene
• Training requirements, performance reviews, and ongoing professional development
• Procedures for reporting concerns, grievances, or incidents

It is recommended that Child Care Business Owners have Handbook Acknowledgement Forms signed by families, staff and volunteers confirming they have read, understand, and agree to follow the program’s policies.  A sample version of both the family handbook and staff/volunteer handbook acknowledgement forms can be found in the Additional Resources section of this Toolkit.

Contracts Clear contracts communicate that you are a professional business owner providing a valuable service to families and the community. Your success depends on generating revenue that supports your costs  including your salary  and strong contracts help ensure financial stability.  A contract outlines expectations for care, communication, and payment. Reviewing the contract with each family builds trust from the start and helps prevent misunderstandings about schedules, tuition, attendance, fees, rate changes, and policies.

What to keep in mind:

• Contracts support positive relationships by ensuring everyone understands the agreement
• Signed contracts protect both the provider and the family
• Reviewing the contract together builds clarity and confidence

Ways to protect your business:

• Put every agreement in writing avoid verbal-only commitments
• Ensure both you and the parent/guardian sign and date the contract
• Use clear, professional language that reflects your policies
• Follow your contract consistently; say what you mean, and professionally mean what you say

Family child care settings feel warm and personal and that’s part of the magic. Having a strong contract protects that relationship by setting shared expectations from the beginning.