cd 38 chapter 4 pp.ppt revised sept 2016

Chapter 4: Establishing Policies and

ProceduresPlanning and Administering Early Childhood Programs

Tenth EditionNancy FreemanCelia A. DeckerJohn R. Decker

Prepared by:Nancy K. Freeman

Tere Holmes & Kris Curtis

Adapted by Katy Kelley

Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved

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Regulations, Policies & Procedures are linked

•Policies & Procedures Address:○ Laws○Regulations ○ Standards

• Ideally, reflects the Code of Ethical Conduct


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Policies

•Specific plans for achieving particular goals•They describe:○What is to be done by whom ○Expectations of employment○Rules participating families are expected to follow


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Procedures•Specific strategies for complying with established policies○Steps to reaching goals○May include forms to accomplish tasks○Some apply to all program personnel ○Some apply only to administrators○Some apply to families


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The Staff Manual Normally Addresses

•Job descriptions •Terms of employment•Employees’ rights & responsibilities •Clarifies laws, regulations & standards and the NAEYC Code of Ethical Conduct


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Family/Parent Handbook•Provided to all participating families•May be posted on the program’s website• Includes information about:

○ Program’s operations, policies and procedures○ Specifics about day-to-day operations○ It may also include the program’s reliance on the NAEYC

Code of Ethical Conduct


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Administrative Manual• It is NOT widely circulated•Addresses topics such as:

○ Employees’ salaries, raises○Waiting list policies○ Termination procedures ○Discretionary benefits○How the annual calendar is developed

• Ideally it will reflect reliance on the NAEYC Code of Ethical Conduct and is a Supplement for Program Administrators


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Licensing often requires that Staff Manuals include these written policies:

• Job qualifications including education & experience

•Essential job functions

•Staff performance evaluation procedures

•Termination procedures

•Some states now require emergency plans


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Licensing often requires that Family/Parent Handbooks include these

written policies•Ages of children served

•Hours and days of operation

•Procedures for releasing children at the end of the day

•Procedures for handling illnesses


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Licensing requirements for Family/Parent Handbooks (continued)

•Procedures for notifying families about field trips

•Notification that child care providers are mandated reporters of suspected child abuse and neglect

•Accepted forms of discipline


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Who develops policies and procedures?•Owner/ operator develops them in small family-run centers

•Board of directors or advisory committee works with the director to develop them for centers sponsored by churches, community organizations, universities, etc.

•Boards may develop them in large chains and franchises, Head Start, and public school programs. Many Head Start programs have the Board review and approve vs. developing policies


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Characteristics of workable polices and procedures:

•Conform with state laws & regulations, accreditation standards, and funding agency policies

•Address many common situations

•Staff manual and family/parent handbook are consistent

•Are relatively constant


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Characteristics of workable polices and procedures: (continued)

•Are readily available

•Should be followed consistently

•Are reviewed regularly and modified as needed

•They make the director more efficient


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Categories of policies and procedures in Staff Manuals and Family/Parent Handbooks

•Program overview•Program services•Administrative structure•Personnel policies – e. g. job descriptions & qualifications, staff training requirements, performance review guidelines & timeline

•Specifics about services to children – e.g. eligibility, group size, enrollment options, assessments used, naptime provisions


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Categories of policies and procedures (continued)

•Provisions to protect participants’ health and safety •Descriptions of business, budget, and financial practices

•Descriptions of the records kept on employees and children and who has access t them

•Ways the program interacts with families•Policies that apply to public relations and marketing efforts


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How are Staff Manuals & Family/Parent Handbooks the Same? And how are they

Different?•Many topics are the same – e.g. ages served and hours of operation

•Specificity varies on some topics – e.g. more detail on personnel policies in the Staff Manual

•Emphasis varies – e.g. staff qualifications


Brief Clip Regarding a Parent Handbook Sample from a Church Based Program

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Reflection Exercise • Why do you feel its important for

program’s to document polices in a handbook?

• What do feel are the most important areas/categories that should be included in a parent/family handbook?

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Review Assignment

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Next assignment-Create a Mini Parent/Family Handbook for Your

Program


Classroom Activity• Create a draft table of contents for a

parent/family handbook

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Follow-up• Read Chapter 4 & review this week’s

PowerPoint• Start working the next assignment-Create

a Mini Parent/Family Handbook for Your Program (due on 10/11)

• Please let me know if you have any questions!

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