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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
4-2
Regulations, Policies & Procedures are linked
•Policies & Procedures Address:○ Laws○Regulations ○ Standards
• Ideally, reflects the Code of Ethical Conduct
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-3
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-4
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-5
The Staff Manual Normally Addresses
•Job descriptions •Terms of employment•Employees’ rights & responsibilities •Clarifies laws, regulations & standards and the NAEYC Code of Ethical Conduct
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-6
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-7
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-8
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-9
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-10
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-11
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-12
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-13
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-14
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-15
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
4-16
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
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
Brief Clip Regarding a Parent Handbook Sample from a Church Based Program
4-17
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
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?
4-18
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
Review Assignment
4-19
Next assignment-Create a Mini Parent/Family Handbook for Your
Program
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
Classroom Activity• Create a draft table of contents for a
parent/family handbook
4-20
Freeman/Decker/Decker, Planning and Administering Early Childhood Programs, 10e© 2012, 2008, 2005, 2001, 1995 by Pearson Education, Inc. All Rights Reserved
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!
4-21