A solid contract protects your before-school care program, clarifies expectations, and prevents costly disputes with parents. Without clear agreements in place, you're exposed to cancellation surprises, payment delays, and misunderstandings about policies. This guide walks you through building contracts and parent agreements that actually work.
Why a Written Contract Matters
Verbal agreements are easy to forget or misinterpret. When a parent pulls their child without notice or disputes a fee, you'll wish you had documentation. A written contract establishes legal protection, sets expectations upfront, and shows parents you run a professional operation.
Beyond liability, contracts streamline your business. They reduce back-and-forth emails about drop-off times, sick policies, and payment terms. Parents know exactly what they're signing up for, so enrollment conversations move faster.
Core Contract Sections to Include
Your contract should cover the essentials. Start with service details: which days and times you operate, your age range, capacity, and how you structure care (full-time, part-time, daily drop-in, etc.). Be specific—don't just say "before-school hours." Write "6:30 a.m. to 8:00 a.m., Monday through Friday, during the school year."
Next, address fees clearly. Include your base tuition rate, what it covers, enrollment deposit amount (if any), and when payment is due. Many before-school programs charge $150–$300 per week, depending on location and hours. Specify your refund policy—whether enrollment deposits are non-refundable or credited toward the first month.
Late pickup fees are critical. State your grace period (typically 5–15 minutes), then charge an escalating fee if parents are late. Common structures: $10–$20 for the first 15 minutes, then $1–$2 per minute after. This protects your staff and deters chronic lateness.
Attendance & Cancellation Policies
Parents need to know how far in advance they can cancel or adjust days. If you require two weeks' notice to adjust a child's weekly schedule, write it down. Clarify whether families can pause care during school breaks or if they're billed even when school is closed.
Address absences clearly. Do you charge if a child doesn't attend? Many programs bill families for their contracted days regardless, unless the parent gives advance notice. Others offer a certain number of "free" absences per month. Document your choice so there's no confusion when a parent doesn't show up.
Health, Behavior & Disciplinary Standards
Outline your policies on:
- Sick child exclusions (fever, rashes, contagious illness—specify thresholds)
- Medications or accommodations you can provide
- Behavioral expectations and your discipline approach
- How you communicate with parents about behavior concerns
- Your protocol for unsafe or abusive conduct (grounds for immediate dismissal)
Be transparent about your approach. If you use positive reinforcement, say so. If you have a formal warning system before termination, explain it. Parents should never be shocked by your standards.
Termination & Notice Requirements
Make clear that either party can end the agreement with written notice. Typical timelines range from one to four weeks, depending on your program size and flexibility. State that termination is effective only after the notice period ends and any outstanding fees are paid.
Include conditions for immediate termination without notice—things like repeated lateness, unpaid tuition past 30 days, or safety violations. Protect yourself legally by being explicit about what constitutes grounds for dismissal.
Parent Responsibilities & Additional Fees
Spell out what parents must provide: backup contact information, emergency forms, proof of age-appropriate immunizations, and any special equipment (car seat, allergy-safe snacks). Update your requirements if regulations change.
Note any add-on fees: field trips, supplies, special programming, or extended hours. If parents can purchase à la carte services through your program, list pricing and how to order. This is where many programs generate additional revenue—be clear about what's available.
Digital Signature & Acknowledgment
Use software like DocuSign, Google Forms, or Acrobat Sign to collect signatures digitally. Include a checkbox confirming the parent has read and understands all policies. Keep signed copies for your records and provide one to the parent immediately.
Frequently Asked Questions
Q: How often should I update my contracts? Review and refresh your contracts annually, or whenever local childcare regulations change, and whenever you modify a key policy like tuition or pickup times.
Q: Can I require a non-refundable enrollment fee? Yes, in most states—an enrollment fee ($50–$150 is typical) is standard practice and legally defensible if disclosed upfront in your contract.
Q: What if a parent refuses to sign? You can refuse enrollment until they sign. Make signing a requirement of admission; it's a normal business practice that protects both parties.
Get your before-school care program listed on Mercoly to reach families searching for reliable, local childcare and build trust through transparent service offerings.