Creating an Employee Handbook for Your Child Care Program

As your child care business grows, having clear expectations and consistent communication with your staff becomes more important and more challenging. That’s where an employee handbook comes in.

An employee handbook is a straightforward and effective way to ensure that everyone understands your organization's policies, values, and procedures. It supports a healthy work environment, reduces confusion, and helps you avoid unnecessary conflicts or misunderstandings. It’s also a helpful tool for onboarding new staff, guiding day-to-day operations, and ensuring your program's legal protection.

Even if you have only one or two employees, a handbook helps set the tone for professionalism and creates shared expectations from the outset. It doesn’t have to be long or complicated—just clear, organized, and relevant to your business.

Here’s a step-by-step guide to what to include when building your handbook:

1. Start with a Welcome

Kick off your handbook with a short message welcoming your staff to the program. This is a chance to share your business philosophy and mission. Highlight the values that guide your work, what you expect from your team, and what they can expect from you in return.

2. Set Expectations

Be specific about the standards you want your team to follow. This section should cover topics like:

• Attendance and punctuality

• Dress code

• Use of cell phones and technology

• Professional conduct

• Communication with families and coworkers

3. Scheduling and Paid Time Off

Make it easy for staff to understand how schedules work and how to request time off. Include details about:

• Work hours

• Holidays and closures

• Sick leave and vacation

• How to report absences

4. Responsibilities and Daily Duties

List out the tasks your staff are responsible for, from opening and closing routines to supervision and cleaning. This helps everyone know what’s expected each day and prevents gaps in coverage. You might include:

• Supervision of children

• Cleaning and classroom duties

• Meal prep

• End-of-day routines

5. Health and Safety

Health and safety policies are essential in any child care setting. Include guidelines for:

• Handwashing

• Cleaning protocols

• Emergency drills

• Incident reporting

6. Communication and Conflict Resolution

Encourage open, respectful communication. Let staff know how to:

• Bring up concerns

• Report issues

• Resolve conflicts professionally

7. Legal Language

Add a short disclaimer stating that the handbook is not an employment contract and that policies may be updated as needed. This gives you the flexibility to adapt over time and protects you from legal risk.

Even a short, clear handbook can help reduce misunderstandings and support your team. It shows that your program is professional, organized, and committed to working together successfully.