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:

1. Stay compliant with CCLD and all other regulatory agencies
2. Maintain accurate records and documentation to protect your program
3. Establish clear expectations for families, staff, and volunteers 
4. Respond effectively to emergencies
5. Strengthen communication and relationships built on trust
6. Make consistent decisions rooted in health, safety, and professionalism
7. 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 Resources The human resources profession recognize that job satisfaction is directly linked to achieving business goals. Even in small, home-based Family Child Care (FCC) settings, clear communication and understanding staff or volunteer needs including those who work part-time, temporarily, or on an as-needed basis can have a meaningful impact on reduced absenteeism, stronger staff retention, and families’ confidence in leaving their children in your care. When assistants and substitutes understand their roles, expectations, and responsibilities, programs operate more smoothly, children experience greater consistency, and providers are better protected.

Home-based child care businesses should establish clear roles, expectations, and procedures for any assistants, substitutes, or volunteers. This includes developing simple job descriptions, reviewing licensing requirements, and maintaining required documentation in alignment with Community Care Licensing (CCLD) regulations. Clear documentation and written guidance support compliance, professionalism, and accountability.

Establishing and maintaining these practices helps FCC providers create a more stable, compliant, and professional child care environment supporting both business sustainability and high-quality care for children and families.

Policies and Procedures Many in the human resources profession recognize that job satisfaction is directly linked to achieving business goals—and this remains true in small, home-based Family Child Care (FCC) settings. Although FCC programs typically operate with limited staffing, assistants, substitutes, and volunteers play a critical role in maintaining ratios, supporting daily routines, and ensuring continuity of care. 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 leaving their children in your care.

When assistants and substitutes clearly understand their roles, expectations, and responsibilities, FCC programs operate more smoothly. Children experience consistent caregiving and learning environments, families develop trust in program practices, and providers are better protected from misunderstandings, licensing concerns, and liability risks. Written guidance also helps providers manage the balance between home and business by establishing professional boundaries, safety expectations, and consistent operational procedures.

Home-based child care businesses should establish clear roles, expectations, and procedures for any assistants, substitutes, or volunteers who support the program. This includes developing simple yet thorough job descriptions, reviewing applicable licensing requirements, and maintaining required documentation in alignment with Community Care Licensing (CCLD) regulations. Clear documentation and written policies demonstrate professionalism, support compliance during inspections, and provide clarity during daily operations, emergencies, and staffing transitions.

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 helps FCC providers create a stable, compliant, and professional child care operation. Clear expectations around staffing, curriculum support, and clean-up procedures promote consistency for children, confidence for families, and protection for the provider supporting long-term quality, sustainability, and trust within the community.

Handbooks Family and Staff/Volunteer Handbooks  are essential tools for Family Child Care (FCC) businesses because they clearly communicate expectations, policies, and procedures that support safe, consistent, and professional operations. A well-written Family Handbook helps families understand program values, daily routines, health and safety practices, and communication processes—building trust and strong partnerships from the start. Staff and Volunteer Handbooks outline roles, responsibilities, and required practices, helping ensure consistency, accountability, and compliance with licensing and labor requirements. Together, these handbooks reduce misunderstandings, support smooth day-to-day operations, and protect both the provider and the families they serve by setting clear, shared agreements that guide the program’s work.

Family (Parent) Handbook is an important tool for communicating your program’s policies, expectations, and daily operations. It helps families understand how your program works and what supports the health, safety, and success of their children. Encourage families to read the handbook and ask questions anytime.  

Your Parent Handbook should explain:

• Mission and philosophy of your program
• Program description (ages served, hours of operation, daily schedule, curriculum)
• 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 A 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 promotes consistency, clear communication, and a shared commitment to creating a nurturing environment where children can learn and thrive.

Your Staff/Volunteer Handbook should 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

Programs may also use a Handbook Acknowledgement Form for staff and volunteers to sign, confirming they have read, understand, and agree to follow the program’s policies.  A sample version of this form 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.