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    Daycare Business Success

    A businesswoman making operational and facility improvements to her daycare center.

    Why Daycare Centers Should Focus on Operational & Facility Improvements During Downtime

    Posted by on | Featured

    Despite being deemed “essential” in many states, childcare centers in America are struggling with reduced headcounts and skeleton staff. According to research by the National Association for the Education of Young Children and Early Care & Education Consortium, childcare programs in the United States have lost nearly 70% of enrollments since the beginning of the COVID-19 pandemic. With many childcare centers temporarily closed due to shelter-in-place orders, this is an excellent opportunity to focus on operational and facility improvements.

    That said, one thing’s certain: this pandemic will end. And when it does, how you spent your “downtime” will be critical, especially in terms of affording you a competitive advantage.

    As with other temporary closures, your business is perfectly positioned to implement change now. Your halls are empty of staff and students. And, with no operational barriers in place, you have the ability to make profound changes without impacting day-to-day workflows.

    But, where do you start? Below, we offer some ideas for operational and facility improvements to help your childcare center grow in the short and long-term.

    Look Into Facility Improvements, Maintenance, & Cleaning

    Having a properly equipped childcare facility is a crucial component of promoting a healthy learning environment. The conditions in which children learn directly impacts their pace of learning and development. According to a wealth of child development research, classroom layouts and social environments can have positive or negative effects on childhood behaviors.

    Here are some research-backed facility improvements to help you foster a positive learning environment:

    Playground Areas

    • Creating a safe playground area for children to explore, play, and interact with nature has been shown to boost physical health, improve motor skills, inspire creativity, and reduce stress. Plus, being outside can boost vitamin D levels in the body. Unfortunately, around 50% of children don’t play outside daily. So, designing the appropriate space to facilitate this play can do wonders for your staff and the children at your facility.
    • The Standards for After School and Youth Development (Council on Accreditation) has an entire section dedicated to helping childcare centers develop appropriate outdoor play settings.
      • Tip: Make sure your facility’s outdoor environment is a safe space. Look for broken equipment, protrusions, stray nails and tools, sharp edges, electrical wiring, etc.
    • Consider adding more windows to classrooms. Research shows that access to daylight improves children’s behavior, cognitive skills, and overall mental wellbeing. A few more classroom windows (especially in classrooms that are dimly lit) can do wonders for children.
      • Tip: The U.S. Department of Energy collaborated with other federal agencies to create The Daylight Dividends program, which offers guidance on how childcare programs and schools can incorporate light into their facilities.
    • Your facility’s color scheme can also impact how your young students learn. There’s a surprisingly deep well of research on this particular topic. We won’t go into “right” or “wrong” color schemes — since it depends on student ages, facility layout, and space. However, we heavily recommend that you start with this massive body of research on the use of color in early education (complete with pictures).

    Hygiene-Based Improvements

    In addition to facility upgrades, it’s important to keep facilities clean and free from hazardous chemicals, viruses, and bacteria. Young children (because they tend to mouth objects) are susceptible to infections. So, environmental contaminants that don’t generally impact adults can easily endanger young lives.

    To protect children, we recommend a two-pronged approach. First, train staff on hygiene etiquette and practice. Emphasize the need to meet or exceed industry standards and compliance regulations. Second, implement a thorough “spring cleaning” of your childcare facility. Before you begin, identify potential hazardous issues and implement facility safety checks — such as fire, health, or building code walkthroughs.

    This is a Great Time for Wide-Scale Operational Improvements

    The primary goal of your childcare center is to create a holistic, supportive, and healthy learning environment for children. But, behind the scenes, operational efficiency is a critical support. From managing staff to maximizing tuition intake, you have your hands full of administrative and operational duties.

    But, when things are closed, you have an opportunity to examine your workflows to determine if you’re taking the right steps to minimize pain points and maximize overall productivity. You want to spend your time communicating with children, parents, and teachers — not processing paperwork, scheduling, training, and invoicing.

    Typically, operational improvements start with technology. So, begin by examining your existing technology stack for opportunities. Do you have an all-in-one solution that can handle student records, parent engagement, curriculum, admissions, billing, accounting, reporting, and all the other operational requirements that make your childcare center tick?

    There are plenty of smaller opportunities for tech operational improvements. Does your current facility management software support mobile usage? A staggering 66% of small business owners operate their businesses via their mobile devices. Chances are, you and your staff need to be able to access your software on tablets and phones. This reduces unnecessary downtime and increases productivity rates.

    Here are some common childcare facility pain points that should be top-of-mind when scouting new technology or reviewing existing systems:

    Technology Pain Points

    • Can you send daily reports and photos documenting student achievements to parents? 
    • Can you easily track headcount and attendance for billing purposes?
    • Do you have an easy way to track curriculum, rosters, enrollment, and tuition?
    • Are you able to access student dietary needs, allergy information, and immunization reports on-the-fly?
    • Is there an easier way to customize all of your forms (enrollment records, permission slips, etc.)?
    • Can you easily create and customize nutrition plans?
    • Do your systems support scheduling, payroll, benefits, and other HR administrative needs?
    • Is your billing system capable of supporting online billing, credit cards, and mobile wallets?
    • Does your facility management software offer configurable reporting?
    • Is your security optimal?
    • Does your facility management software integrate with the rest of your tech infrastructure?

    Some Quick Operational and Facility Improvements to Consider During Downtime

    While many operational and facility improvements are intensive projects that require much planning and research, there are several quick-and-easy ways to maximize the value of your childcare program.

    1. Increase Parent Engagement

    Parental engagement aids in childhood development. It also helps your business deliver better services to your core customers (parents). From simple strategies like increasing parental involvement in classroom activities to sending parents automated daily reports and achievement notices, there are many ways to increase engagement.

    Tip: Check out our free guide on managing difficult parents to get extra tips on parent engagement.

    2. Implement Additional Staff Training

    While “training” often comes with a plethora of costs, there are ways to facilitate staff development without spending a dime. You can hold meetings to discuss emerging childcare trends and COVID-19 CDC guidance for daycares. Or, you can enroll staff in free online childcare courses. As long as your staff has been properly onboarded, further professional development can occur on-site — with the right setup.

    Tip: Consider setting aside a room for training sessions. Utilize it regularly to keep your staff on the cutting-edge of child development practices.

    3. Start Conserving Resources

    Conservation isn’t just good for the planet and your facility’s image, it’s also great for your finances. Occupancy sensors and daylight harvesting systems can save your center up to 50% of its total energy costs. Meanwhile, water-saving fixtures can also save thousands of gallons of water — especially in childcare settings where water usage is higher than average. While upfront costs to install some of these features may be high, the life-time cost savings are enormous.

    Tip: Make facility changes based on the EPA’s environmental health guidance, and teach children about conservation. Both will save energy and resources as you navigate the new normal in post-COVID-19 operations.

    Are You Looking for An All-in-One Center Management Software That Can Help You Maximize Operational Efficiencies?

    Closing down doesn’t have to mean losing revenue. By focusing on operational and facility improvements during your downtime, you can set your center up for long-term cost savings and growth. Are you looking for a cloud-based childcare management software that will provide you with the solutions you need to run a hyper-successful childcare center? If so, contact us. We can help you turn that downtime into an opportunity for growth.

     

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    6 Ways The CARES ACT Benefits Daycare Centers

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    In light of COVID-19 and shelter-in-place orders, millions of American parents face months of financial hardship. In addition, the child care industry has been hit hard by the changes, and many daycare owners fear their businesses won’t survive the crisis. To make it through the shutdowns and resulting economic downturn, childcare centers need a direct line of help. This is where the CARES ACT comes in.

    Among other things, the CARES ACT or The Coronavirus Aid, Relief, and Economic Security Act provides economic assistance to childcare centers. Provisions of the bill include small business loans and unemployment benefits for childcare centers and employees. If you’re concerned about how your center will navigate the financial fallout from the crisis, here are six things you should know about the CARES ACT.

    1. Small Business Loans and Grants Provide an Economic Lifeline

    The CARES ACT provides $10 billion for Emergency Injury Disaster Loans to small businesses with fewer than 500 employees. This includes non-profits and independent contractors. While the EIDL program isn’t new, the CARES ACT has expanded it to help all small businesses in the United States weather the economic impact of COVID-19. These loans offer up to $2 million for operating costs, payroll, paid sick leave, and rent or mortgage payments. 

    The covered period is from January 31, 2020, to December 31, 2020. However, the amount your center will receive is determined by the Small Business Administration (SBA) and based on the actual economic injury suffered by your business. Applications must be filed before December 16, 2020, for consideration. For urgent needs, businesses can request a $10,000 grant to be issued within 3 days of applying.  These funds provide child care centers with the flexibility they need to meet payroll expenses during a financial crisis.

    According to the SBA, you’ll receive the $10,000 (provided you checked the box), within days of qualifying for an EIDL loan. And, because the $10,000 is a grant, you won’t have to repay it.

    2. The CARES ACT Provides an Additional $3.5 Billion for State CCDGB Programs

    To support parents of young children during the pandemic, the CARES ACT allocates an additional $3.5 billion to Child Care and Development Block Grant (CCDBG) programs. This increase is especially notable because it makes funds available to child care centers that weren’t receiving CCDBG. The funds may be used to provide continued payments to childcare centers in light of decreased enrollments.

    Additionally, the CARES ACT makes CCDGB funds available to a unique group of employees. This includes workers in law enforcement, healthcare, emergency care, sanitation, and other essential industries.

    States also have increased flexibility to relax requirements for child care services for needy families. These relaxed requirements may include:

    • Payment amounts based on enrollment instead of attendance
    • Waived policies that terminate a child’s enrollment based on attendance
    • Temporary suspension of eligibility reviews for child care services
    • Funds for necessities related to COVID-19, such as sanitation services, substitute caregiver pay, and paid sick leave.

    3. Home-Based Care Centers Are Eligible for CARES ACT Loans and Grants

    While many childcare centers are school-based or part of Head Start programs, home-based providers offer the majority of options in more than 20 states. These smaller centers often don’t have the funds to weather more than a few weeks of decreased enrollments. The inclusion of sole proprietors and self-employed businesses for CARES ACT loans and grants may be the only lifeline available for these vital childcare centers. To apply, self-employed or home-based childcare providers must submit documentation to verify their eligibility.

    4. The CARES ACT Includes Unemployment Benefits for Part-Time Childcare Center Employees

    Many parents have been laid-off or furloughed during the COVID-19 pandemic. Additionally, high-risk childcare staff members may also be forced to shelter at home. This combination of events has forced many child care centers to shutter their doors indefinitely. The CARES ACT expands unemployment benefits to workers typically not covered by state unemployment plans. They include part-time workers and those without an extensive work history.

    5. Your PPP Loan May Turn Out to Be a Grant

    The CARES ACT directly allocates $349 billion to the Paycheck Protection Program. All small businesses are eligible. Other eligible entities include veterans organizations, non-profit organizations, sole proprietors, and self-employed individuals. The covered loan period extends from February 15, 2020, to June 30, 2020.

    In addition, loans must be used for purposes like wages, health insurance benefits, paid sick leave, rents/mortgages, utilities, and retirement benefits. When used for such purposes, the loan turns into a grant.

    And, the good news is that the SBA won’t require any collateral or personal guarantees when you apply for the loan.

    6. More Help May Be On the Way

    While the CARES ACT does address critical industries, the help provided may not completely stem the financial fallout from COVID-19. Child care services are an especially vital service for essential workers. As the country begins the long, slow road to economic recovery, child care providers will be an important part of that journey. As some parents return to work and others are forced to find new employment, child care centers will provide critical support.

    While many Americans haven’t yet seen the results of the CARES ACT take effect, another bill may already be in the works. Phase 4 coronavirus relief talks suggest that more assistance for small businesses and more direct payments to Americans may be in the works. However, the details are far from clear. While the bill will likely take weeks to pass, there’s hope that it will address essential areas missed by the CARES ACT.

    That said, our childcare system is an undervalued but still critical part of the nation’s success. And, child care centers have persevered for decades, operating on small profit margins to keep the doors open for the families who desperately need them.

    If you’d like to know how you can weather the financial fallout from the COVID-19 crisis, we can help. Our cloud-based childcare management software provides everything you need to run a successful childcare center. If you have any questions about applying for CARES ACT federal grants and loans, contact us. Finally, if your daycare is currently open (and serving essential workers), we thank you for your service. Prime Child Care is also providing additional COVID-19 resources at this time. Check them out here.

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    Monitoring Liability-Related Expenses in Light of COVID-19

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    Operating a daycare service is an excellent means of supporting your community. In light of the COVID-19 crisis, your contributions to society are more critical than ever. That said, running a daycare comes with tremendous obligations. Remaining financially viable plays a major role in your ability to provide high quality, reliable child care for your customers. For this reason, monitoring the liability-related expenses of your business is necessary.

    Explaining Liability-Related Expenses

    Liabilities are financial obligations you incur during the course of your facility’s operations. They also include legal financial debts.

    Most daycare centers have short term liabilities (12 months or less) and long term liabilities (12 months or longer). Despite being defined as an obligation, liabilities also include former business transactions that result in economic benefits in the future.

    Recorded on the right side of the balance sheet, liabilities include items such as:

    • Accrued expenses
    • Unearned premiums
    • Mortgages/rents
    • Deferred revenues
    • Loans
    • Accounts payable

    Various Costs From Startup to Fully Operational

    Operational costs should reflect everything that goes into managing your daycare facility. The average capital needed to launch a successful childcare center ranges between $10,000 and $50,000.  

    For those taking over an existing child care facility, a complete renovation may cost an average of $55,000 and up, according to Chron. In addition to this, educational supplies and equipment may run above $5,000, and classroom supplies may cost over $60 per child. Other common liability-related expenses include legal representation, marketing, insurance, equipment, as well as payroll — bringing potential startup costs to nearly $100,000 or more.

    Possible Liability-Related Expenses in Light of COVID-19

    Childcare facilities that remain open face some difficult challenges. To date, at least four states are providing free childcare services to children of grocery store workers, emergency medical staff, health professionals, and law enforcement. Meanwhile, states like Ohio will soon allow daycare centers and churches to apply to open short-term childcare facilities for children of emergency workers.

    However, each center must grapple with a number of issues like higher staff-to-child ratios resulting from the need to hire additional staff. Daycare centers also face potential legal liabilities if children or staff contract coronavirus.

    In light of this, the Centers for Disease Control and Prevention (CDC) has issued Supplemental Guidance covering a range of child care programs. In the CDC’s Supplemental Guidance, keeping all surfaces clean is critical. The new health directives may lead to many facilities hiring additional cleaning staff, thus increasing their payroll obligations during a time of social and economic instability.

    Liability-Related Expenses Pertaining to ADA Compliance

    If you run a child care facility, you will likely care for children with special needs.

    In such a scenario, your liability-related expenses may increase, depending on the child’s needs. The Americans with Disabilities Act requires most child care providers, regardless of size or number of employees, to comply with Title III of the ADA. In addition, many small, home-based centers will also have to comply with the provisions of Title III.

    The only exception to this rule “is child care centers that are actually run by religious entities such as churches, mosques, or synagogues. Activities controlled by religious organizations are not covered by Title III.”

    In accordance with the ADA, childcare centers may have to pay for special renovations to make facilities more accessible to children with special needs.

    The Child Care and Development Fund: A Reliable Buffer During Downturns

    During an economic downturn, the Child Care and Development Fund may prove critical to both daycares and parents. This program provides assistance to low-income families who need child care. The Child Care and Development Fund webpage states:

    “In order to qualify for this benefit program, you must be a parent or primary caregiver responsible for children under the age of 13 years of age, or under 19 if incapable of self-care or under court supervision who needs assistance paying for childcare; and must also characterize your financial situation as low income or very low income. In order to qualify, you must also be either employed or in some States enrolled in a training or education program.”

    Daycare facilities wishing to become an affiliate of the Child Care and Development Fund must adhere to the Federal Affiliate Policy. This type of government assistance program guarantees a steady income — even during economic downturns. To qualify, daycare centers must comply with a set of federally-mandated “best business practices.”

    In addition, qualifying as an affiliate also requires close monitoring of liability-related finances. The United States government wants to be sure that funds are not misappropriated. This means program affiliates will be subject to random audits.

    Daycares should also take advantage of the numerous local, state, and federal tax benefits available (dependent on location). Monitoring your liability-related expenses will also ensure that you don’t miss out on valuable tax deductions. To help with this, Prime Child Care offers a complete suite of configurable reports to track your center’s financial health. 

    $2 Trillion Stimulus Package Includes Relief for the Childcare Industry

    On March 27, 2020, President Donald Trump signed a $2.2 trillion stimulus package into law. Specifically, the CARES Act allocates $3.5 billion for the Child Care and Development Block Grant program. Funds will help childcare centers stay in business and continue paying their staff. The law also provides $750 million to Head Start programs to meet the coronavirus-related needs of children and their families.

    The most critical portion of the Cares Act centers on the Paycheck Protection Program. Funding will help daycare centers meet liability-related expenses (rent, mortgage, utilities, payroll). These federally guaranteed loans don’t require collateral or personal guarantees. In addition, loan payments will be deferred for six months and be forgiven entirely if daycare centers maintain their payrolls and keep their staff.

    And, if you have fewer than 500 employees, you may qualify for an Emergency Economic Injury Disaster grant to cover costs like paid sick leave, rent/mortgage, and payroll. The Families First Coronavirus Response Act also has provisions that may help. Your center will be eligible for 100% reimbursement if you provide up to 12 weeks of paid leave for your employees.

    All things considered, the childcare industry continues to face unprecedented challenges. To help, Prime Child Care Software offers software solutions to monitor your center’s liability-related expenses. Insight into your facility’s daily operations will prove especially critical during the COVID-19 crisis. If you’d like to learn how to protect your center financially during this time, contact us today. Be sure to check our blog for new information as we face this ongoing crisis.

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    10 Benefits of Custom Daycare Menus

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    In recent years, the topic of childhood nutrition has gained widespread interest. Meanwhile, the rise of food allergies, with two students in each classroom having an identified food allergy, have boosted calls for custom daycare menus.

    Because of heightened awareness about nutrition, many families have also adopted gluten-free, dairy-free, or plant-based diets. Between complying with the USDA’s CACFP meal requirements and meeting the evolving needs of families, childcare directors have their hands full. If this sounds like what you face on a weekly basis, take heart! Prime Child Care Software offers comprehensive meal management to take the task off your hands. With our custom meal planning solution, parents can choose what their kids eat. Not sure if you should offer custom meal plans? If so, check out the 10 benefits of doing so!

    1. It Keeps Kids Safe

    As childcare workers, safety is always top-of-mind. With allergies, autoimmune diseases, and food intolerances on the rise, it’s imperative to know what each child is eating. According to the Food Allergy and Anaphylaxis Connection Team, the number of people with food allergies in America has doubled in each of the last few decades, with 32 million people having at least one food allergy. That figure includes six million children. Prime Child Care’s meal management feature minimizes the risk of allergic reactions by giving parents and teachers realtime access to menu and student health information data.

    2. It Keeps Kids Engaged

    Hungry kids have a hard time focusing on school. Research from Feeding America suggests that kids not only struggle to learn without ample nutrition, but they are also at risk of developing language, motor skill, and behavioral impairments. In addition, if you serve food that students can’t or won’t eat, they’re less likely to absorb classroom instruction. Harvard researchers found that what kids eat directly affects the structure and function of their brains and, ultimately, their moods. Since your digesitve tract houses the majority of the serotonin in your body, a happy tummy promotes positive moods. So, provide options for families in order to promote better mental and physical health.

    3. It Simplifies Oversight

    In the interest of keeping kids healthy, childcare workers need options. It’s simply not feasible for teachers to flip through office files every time a child eats lunch. With Prime Child Care, teachers can access meal plans from their phones. It’s easy to do a quick check to ensure that each student receives the correct meal. And, parents can log in to choose what their kids eat. Prime Child Care also allows teachers to access digital dietary notes left behind by parents. This two-way communication reduces the need for parents to email teachers for information or send in supplemental foods.

    4. It Reduces Anxiety

    Mealtimes should be enjoyable for kids. It’s a chance to relax, interact with their peers, and eat foods they like. But for many kids, parents, and teachers, mealtime can be a source of anxiety. Some children become nervous when they see unfamiliar foods on their plates. Meanwhile, teachers worry about things like allergies, choking hazards, and parental expectations. As for parents, the main worry is whether their kids will get enough to eat and especially, of the right foods. With meal planning software, the anxiety dissipates, since everyone knows what to expect. Kids can select meals that appeal to them, and parents can choose the components of each type of meal. Teachers can also rest easy, knowing that children are eating exactly what their parents want them to. This fosters parent-teacher collaboration, where everyone is working together in the best interests of the child.

    5. It Provides Payment Options

    Prime Child Care Software determines the amount of each meal payment, whether it’s paid out-of-pocket or through CACFP. Parents can customize meals and select prices that fit their budget with drag-and-drop menu planning. Our software also automatically deducts the cost of each meal from the student’s account. And, parents can upload funds at any time. Many parents appreciate the ability to determine what they purchase, rather than paying a set fee for food their kids may not eat.

    6. It Enhances Nutrition

    While many childcare centers emphasize nutrition, not all of them follow CACFP guidelines for meal patterns. These recommendations made by the National Academy of Medicine include cost and practical considerations, as well as an emphasis on produce, whole grains, and low sugar and saturated fat content. Breakfast requires three required elements for a reimbursable meal, while lunch and dinner require five healthy ones. Special consideration is made for at-risk, after-school participants and for portion sizes in kids ages 13-18. In addition, the standards align with that of the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) and other child nutrition programs. Ultimately, childcare centers that offer meal options compliant with CACFP are more effective at delivering affordable, nutritious meals for the entire student body.

    7. It Increases Retention

    Many childcare centers conduct surveys to identify parental satisfaction levels. Even if your center doesn’t do that, you can bet most kids are reporting on their level of satisfaction when they get home each day. Custom daycare menus give families a sense of autonomy. They also accommodate different budgets, which make your center more attractive to parents — a huge determinant of higher student retention rates. In addition, when you offer custom daycare menus through Prime Child Care, you also increase your employee retention rates. Childcare is a rewarding, yet tiring job, and each effort you make to simplify tasks will improve employee satisfaction. Removing the extra steps teachers have to take to ensure the safety and wellbeing of the children under their care is a gift.

    8. It Fosters Inclusion

    Prime Child Care’s Nutrition and Meal-Planning Software is inclusive in concept and practice. With different payment plans and payment methods, all parents can find a way to ensure their children’s wellbeing. Custom daycare menus also includes everyone in the fun of eating. Kids no longer have to forgo special treats or certain foods that the rest of the class enjoys. Instead, students can choose their own meals, so there’s diversity on the table and a wealth of food options available. Above all, meals that follow CACFP guidelines are inclusive of all cultures and income levels. Children who don’t eat balanced meals or can’t afford to follow the guidelines at home are at a disadvantage. However, custom daycare menus level the playing field.

    9. It Provides a Safety Net

    Unfortunately, childcare centers experience widespread illnesses from time to time. Whether it’s the flu, a virus, or strep throat, little ones like to share space and toys which leads to the spreading of germs. With individual meal planning, your center is safeguarded in three ways. First, each child has his own meal, so it reduces the likelihood of contamination through shared utensils. Second, if a student suffers a food reaction, it’s easy to trace it back to what she ate. And third, if there are widespread symptoms, you can quickly link it to which kids consumed a certain food to distinguish between food poisoning or a stomach virus.

    10. It Keeps You Competitive

    Parents have much to consider when selecting the right daycare center. Today, nutrition is an increasingly significant factor in their decision. Childcare centers that don’t provide menu options for picky eaters and protection from allergens won’t stand up to the competition. Obviously, your primary goal is providing top-notch care for your young charges. However, the reality is that you need to attract enough families to keep your business afloat and deliver on your mission. In that light, Prime Child Care Software is an efficient way to position your center for success. If you’d like to learn more about Prime Child Care’s meal management feature, contact us today! Our meal solutions are just the beginning. We can assist with all of your software needs, from enrollment to attendance tracking, parent engagement, and billing. Let us streamline your operations to maximize your daycare’s potential today.

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    Daycare center management; maintaining optimum classroom ratios.

    Meeting Quality Standards With Optimum Classroom Ratios

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    Childcare is about movement. Children gravitate from the classroom to the playground. Within the span of a day, they may alternate between shared spaces and individual workstations multiple times. Often, it can be a challenge to keep track of a child’s movements, let alone ratio counts. Yet, maintaining optimum classroom ratios is critical to complying with quality standards.

    To do this, you need accurate records. Otherwise, your center may find it a challenge to comply with teacher-student ratio requirements. At a minimum, a compliance violation must be corrected within a specified timeframe. 

    Individual states, not the federal government, oversee all compliance requirements and corrective measures. As a result, the consequences for failure to comply vary from state to state. In that light, a software solution that features scheduling and attendance tracking makes it easier to meet quality standards.

    What are Classroom Ratios?

    Classroom ratios refer to the number of children under the charge of a caregiver. The National Association for the Education of Young Children (NAEYC) publishes ratio guidelines; however, states can set their own ratio standards. In most instances, states allow more children per caregiver than the NAEYC. 

    That said, every childcare center or school should check its state and local websites for more guidance about mandatory ratios. 

    The following ratios for infants through high-school graduation are from the NAEYC guidelines.

    Infants

    Infants are babies from birth to 15 months.  A room of six infants should have two caregivers. That’s a ratio of one caregiver for every three babies (1:3). In addition, the maximum number of infants per room should not exceed eight with a maximum ratio of 1:4.

    Toddlers

    The recommended ratio for toddlers from one year to 28 months is 1:3. One caregiver should work with three toddlers in a group of six. In classes with eight to 12 toddlers, there should be at least one instructor for every four toddlers.

    Twos and Threes

    A room of two-year-olds should have one teacher for every four children.  For groups of 10, the minimum ratio should be 1:5, and for groups of 12, the ratio should be 1:6. 

    Developmentally, there’s a significant difference between a two and a three-year-old. So, maintaining optimum classroom ratios is critical for this age range. Three-year-olds (30 to 48 months) are better at listening and following instructions. For three-year-olds, the instructor to children ratio should be 1:7. For groups of 16 or more, the ratio should be at least:

    • 1:8 for 16 children
    • 1:9 for 18 children
    • 1:10 for 20 children

    Finally, the maximum number of children in a toddler class should not exceed 20.

    Fours and Fives

    Four and five-year-olds are more independent in nature, so the child to instructor ratio should be higher. Still, the recommended maximum number of children per classroom remains at 20. There should be one instructor for every eight children in this age group. For a group of 19, the ratio should be 1:9. And, for 20 children, the ratio should be at least 1:20.

    Kindergartners

    For kindergartners, the recommended classroom size is 24, with a teacher to student ratio of at least 1:12. However, a ratio of 1:10 is preferred.

    School-Age Children

    Your facility may or may not provide care for school-age children. If you do, ratios for children from first through 12th grade will depend on the state.  The highest ratio is in Mississippi with 1:27. Meanwhile, several states recommend a classroom ratio of 1:16 or 1:15. For the right ratios, be sure to check with your state Department of Education.

    Why Maintain Optimum Classroom Ratios?

    Educators and administrators may argue about optimum class sizes or the validity of test results. However, studies have shown that reducing the class size has meaningful long-term effects on student academic performance. It is suggested that reduced class sizes also impacts non-cognitive outcomes.  The educational benefits are most noticeable in the early stages of childhood development. But, aside from academic improvement, why are classroom ratios used?

    The Safety of Children

    Classroom ratios were primarily established for the safety of the child.  Younger children require a lower teacher to child ratio. Obviously, an infant is not as self-sufficient as a kindergartner. Also, ensuring a child’s safety goes beyond the classroom. It is also about making sure children are out of harm’s way during a natural disaster such as tornadoes or flash floods. 

    The Health of Teachers and Students

    Smaller class sizes also reduce the occurrence of infectious diseases.  During the flu season, some facilities may close due to illness. Often, the lack of teachers forces the closure. Keeping caregivers healthy is another reason for lower ratios. In light of the COVID-19 crisis, daycare centers that remain open should follow CDC guidelines for school settings.

    Finally, maintaining optimum classroom ratios is also an effective way to avoid burnout and decrease high staff turnover.

    Parental Assessment

    All things considered, many parents favor childcare facilities with the lowest teacher to child ratios. The following quote is an example of what appears in every guide to finding childcare.

    In general, lower staff-to-child ratios are one indicator of a higher-quality program because a child care provider can be more sensitive and responsive to children’s needs if he/she is responsible for a smaller group of children. The lower the ratio, the better the program.  

    Since parents are being told that low ratios are an indicator of quality, maintaining them is essential for business viability.  

    Maintaining Optimum Classroom Ratios With the Right Technology

    Maintaining a record of your ratios is necessary for compliance reporting.  If the state licensing agency decides to perform an unannounced inspection, you don’t want to be caught unawares. And, rushing to put together the necessary data while inspectors wait can reflect poorly on your daycare center. 

    However, technology can substantially reduce the time and effort involved in tracking classroom ratios. With student attendance and scheduling modules, records can be kept up-to-date throughout the day. In addition, you can run reports to evaluate your classroom ratios and note areas for improvement. These reports can be used during compliance audits and open house days, when parents ask for the data. With less time spent on administrative duties, you’ll have more time for what you do best: interacting with parents and ensuring that the children under your care thrive.

    Looking for a technology solution to help your center maintain optimum classroom ratios? Prime Child Care Software has attendance and scheduling modules that can be accessed from any device. If you’d like to learn more about our leading-edge solution, contact us today.

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    COVID-19 childcare center operations

    The Director’s Guide to COVID-19 Childcare Center Operations

    Posted by on | Featured

    In light of the global pandemic, COVID-19 is making headlines everywhere, but what exactly is it? To get a real-time view of COVID-19 cases worldwide, check out this Johns Hopkins resource. Undeniably, our way of life has been upended within a short space of time. And, many professionals in the childcare field are wondering what this means for them.  In order to help directors respond more effectively to the ongoing crisis, we have created a COVID-19 childcare center operations guide for you.

    What is COVID-19?

    Though it’s unclear, evidence and data are pointing towards an animal source as the origin of the devastating virus. In addition, the Centers for Disease Control and Prevention (CDC) have identified COVID-19 as a contagious respiratory illness.

    The symptoms of COVID-19 include fever, shortness of breath, and a cough. In elderly patients with comorbidities (the simultaneous presence of two chronic illnesses), pneumonia and multi-organ failure may result. Medical experts have advised people to practice social distancing as a form of deterrence.

    COVID-19 Info Sheets and Videos

    For more information about COVID-19, check out these resources from the CDC:

    Survival Rates: Facts to Know for COVID-19 Daycare Center Operations

    How serious is the epidemic? According to research, the survival rate for COVID-19 is about 97%. And, some reports suggest that the mortality rate is less than 1%. Although no vaccine exists for the illness as of this writing, most patients recover after a period of rest. To keep up with coronavirus cases in the United States, please visit the CDC website.

    Put a Strategic Plan in Place for Daycare Center Operations

    Want to cut through all the hype? First, watch childcare business coach Evelyn Knight’s’ informative video about COVID-19. Knight’s expertise is especially helpful to childcare center directors. In a recent post, Knight stressed the importance of having a strategic plan in place. Essentially, she encourages people to be proactive rather than reactive. She also noted the importance of collaboration.

    When families and staff have an open line of communication, panic and confusion decrease during times of uncertainty. Most importantly, flexibility is key as the virus is constantly evolving.

    COVID-19 Childcare Center Operations Resources

    Childcare owners and directors must navigate many challenges when it comes to COVID-19. They know how much families rely on them, and they understand the financial and logistic burdens many parents face. That said, many childcare centers are doing everything they can to weather the storm. Over the past month, professionals in the childcare field have shared essential tips and tricks for navigating the issues precipitated by COVID-19. Here are some of them:

    • Have you decided to close your center for a period of time? If so, use Zoom for videoconferencing with staff. Try to hold digital meetings several times a week to keep everyone updated about new developments.
    • Deliver value during a closure by repainting and remodeling (especially if funds allow). Wipe down all surfaces with disinfectants. After completion, take pictures to leverage in new ads.
    • Check out childcare business expert Kris Murray’s videos for inspiration and advice on helping your center survive the COVID-19 crisis.
    • Use this COVID-19 Daycare Closure Template to send out letters to parents.
    • Learn how to keep parents engaged during the COVID-19 lockdown
    • Register for Tom Copeland’s seminar on navigating the financial fallout from COVID-19. You can also sign up to get a recording of the seminar if you can’t attend.
    • Pursuing a loan is an option to cover unprecedented financial loss. Consider working with the Small Business Administration (SBA) to secure an Economic Injury Disaster Loan.

    A Quick COVID-19 Childcare Center Operations Guide for Centers That Stay Open

    Many directors are pondering the feasibility of childcare centers staying open amidst the global pandemic. At the moment, several states have allowed daycare centers to remain open. Among them are Oregon, Maryland (with expanded childcare for providers of medical services and law enforcement), New Hampshire, Texas, California, and Florida.

    Be sure to follow your state’s guidelines if you choose to keep your childcare center open during this time.

    In the event that a childcare director chooses to remain open against a state’s recommendations, we suggest putting an indemnification provision in place. Putting such a provision in place means asking families to formally absolve your center of liabilities during the crisis. This clause would also offer additional legal protections for childcare center owners and directors.

    Interestingly, the virus causes fewer complications in children. Children also show greater resilience against COVID-19. Generally, children “do not appear to be at higher risk for COVID-19 than adults,” according to the CDC.

    Finally, be sure to visit the WHO website for recommendations for childcare centers that opt to remain open during the crisis. Among other things, WHO recommends that daycare centers clean and disinfect buildings, provide hygiene supplies for children, and increase airflow and ventilation in their buildings. 

    State-by-State COVID-19 Info

    Prime Child Care Software Helps You Keep Parents and Staff Informed During the COVID-19 Crisis

     

     

    If you remain undecided about closing your daycare center, this coronavirus flowchart may prove helpful.

     

     

    And, to help parents navigate the discussion about coronavirus, consider sharing these resources from the National Association of School Psychologists and the Child Mind Institute.

     

     

    Have more questions or concerns? If so, Prime Child Care Software is always here to help and answer your questions. Be sure to check out our blog for new information as we navigate the COVID-19 outbreak together. 

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    The risks of operating with paper copies.

    6 Risks of Operating With Paper Copies of Forms & Student Records

    Posted by on | Featured

    As a childcare provider, you have a high calling. 

    As a childcare provider, you face countless stresses and understand the risks of operating with paper copies. Yet, making a change is easier said than done.

    For childcare providers, keeping track of student records is both a time-consuming and laborious process. These records include parent contact information, vendor data, licensing documents, vaccination records, enrollment forms, utility bills, lunch program reimbursements, etc. The key to running a successful childcare center is maintaining an efficient and user-friendly recordkeeping process. This way, you have quick access to all the information you need to answer queries from parents and teachers.

    While your state may require you to keep physical copies of certain data, maintaining a cabinet of paper records presents a number of risks to your facility’s operation. In response to these challenges, daycare providers are increasingly turning to digital recordkeeping systems as cyber technologies continue to evolve. If you’re still keeping paper records exclusively, here are six risks faced by childcare centers that rely on them. 

    Paper Copies Present a Security Risk

    As a childcare provider, you may be responsible for the safekeeping of numerous records, many of which contain sensitive information about the children in your care. You may also have records that highlight personally identifiable information about your children’s parents. This can include birthdates, social security numbers, bank account numbers, and other financial records. 

    When you store paper copies of this sensitive data, you must rely on the physical security systems in place. However, when you store student and parent data on a software system that has stringent security protocols, you greatly reduce the possibility of a data breach. A robust software system also regularly backs up data so it can be retrieved in the event of a natural disaster.

    Plus, a digital system’s utilization of unique passwords also eliminates the risk of unauthorized access to private information. It represents a more secure and streamlined way to safeguard vitally important data. 

    Paper Copies Are Easy to Misplace

    Paper copies are easy to distribute, and paper is generally accessible in any office. However, this flexibility comes at a cost: papers are easy to misplace. In addition, an employee may accidentally spill coffee on them, take them home by accident, or leave them exposed to prying eyes.

    And, one of your team members may take a file home for research purposes and forget to return it. A file may also be returned to the wrong pile, leaving it earmarked for the paper shredder, recycling bin, or trash receptacle.  

    Paper Copies Are Hard to Back-Up

    The prospect of losing your files can be stress-inducing. The importance of backing up hard copies can’t be over-emphasized. In fact, creating duplicates of your records is an essential practice. A digital archiving system is a critical tool, in case a parent needs a copy of a particular document at a moment’s notice.

    With paper copies, you’ll have to create backups manually. This involves either typing, writing, or creating a photocopy. This may not seem like a lot of time for one document. However, the time-spend increases exponentially when you apply that process to every record you must track. This type of manual labor can put a dent in your staff’s overall productivity as they scramble to backup all of your records.  

    Paper-Based Accounting Can Complicate Matters

    Whether you’re creating a budget or reviewing your financial records from the past quarter, you’ll need access to your files to perform accounting procedures. Paper copies present the potential for disorganized records. When it’s time to manage your accounting, you’ll want everything located in a central repository. This facilitates the ease of making calculations or forecasts. 

    If you have a CPA, an efficient daycare management system can be integrated with the pertinent accounting software.

    Paper Copies May Be Inaccessible During Critical Moments

    Having copies of documents on hand is a necessity for daycare providers. There’s a chance you’ll need them when you least expect it. However, if you rely solely on a manual documentation system, you may feel chained to the office. Going out to lunch or working from home can be fraught with stress: all the files you need are at the office.

    You may need quick access to a document to: 

    • Verify allergy information
    • Ascertain that all immunizations are compliant with state regulations
    • Access emergency contact information in case you’re unable to reach a parent or guardian
    • Verify authorized adults to pick up children
    • Address a parent’s evening phone call about something that happened in the classroom. 

    You’ll need a well-organized filing system in place to have quick access to your documents. A software system provider can also offer a hands-on training program to ensure your staff knows how to operate the system efficiently.

    Paper Copies Make the Updating Process a Challenge

    Paper records require manual editing, which can be fraught with human errors. With a paperless software system, you can make effortless digital updates. You can even generate automatic notifications to remind you to check-in with parents about their current records. 

    Minimize the Risks of Operating With Paper Copies by Deploying Prime Child Care Software

    Your childcare center faces many risks when dealing with paper copies. For one, they create additional manual responsibilities for you and your staff. You can also incur a huge liability for misplacing or mishandling records of sensitive data.

    That’s why opting for a childcare software solution can help. You and your staff work hard to provide decent, quality care for the children at your childcare center. You deserve effortless record-keeping that keeps pace with the needs of your business. Prime Child Care Software makes everyone’s job easier — from the administrator to your employees and volunteers. It also provides a more secure recordkeeping system that parents and external vendors will appreciate.  

    If you’d like to avoid the risks of operating with paper copies, opt for a streamlined childcare software solution. Contact Prime Child Care Software today!

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    Children on a field trip; field trip preparation guide.

    The Step-by-Step Field Trip Preparation Guide

    Posted by on | Featured

    Going on a field trip can be a rewarding adventure that breaks up the monotony of a daily routine.

    Plus, children love field trips: it gets them out of their chairs and into the wonderful world beyond. You can take them somewhere educational like a museum or fun like a chocolate factory. Wherever you go, having a plan in place can make the trip more enjoyable. If you’d like your outing to be a success, our step-by-step field trip preparation guide and cloud software solution can help.

    Keep Track of All Permission Slips

    As an administrator, you know that much work goes into planning a field trip. To begin, your staff needs to communicate with the parents and relay important information like the date of the trip and the estimated time of arrival/departure. You’ll also need to provide information about the venue and whether parents must pay for admission fees.

    Finally, you’ll need to obtain permission from your children’s parents/guardians before you embark on a trip. Traditionally, this involves communicating with students that they’ll need to get permission slips signed. On the day of the trip, you’ll need to keep track of permission slips to confirm that parents are on board with their children leaving the center for another location.  

    The Prime Child Care platform has a Parent Access Portal and mobile app. You can use the portal to upload documents the parents can access and sign. This helps streamline your communications with the pertinent parties. Essentially, you can use the portal to alert parents about upcoming trips, get their signatures, and verify their approvals within the platform itself. 

    Verify Emergency Contact Information Before You Leave

    While the majority of field trips occur without incident, you’ll still want to prepare for unforeseen emergencies. For example, a child sustains a mild injury from a fall and you need to contact his parents or guardians. If they’re not available for some reason, you may need to reach out to an emergency contact. There are three things you can do prior to a field trip to ensure that you have the phone numbers you need: Verify that every child has an emergency contact listed Confirm that you have the parent’s updated contact information Confirm with the parents that the emergency contact information is valid You can use the Parent Access portal and mobile app to do all of the above. Our software system can also store the children’s enrollment information. The data will be easily accessible, so you can pull it up at a moment’s notice during the trip.

    Make Sure All Fees are Paid in Advance

    Are you going to a museum or aquarium? If so, you’ll need to account for admission fees. You can either pay the fees yourself or ask parents/ guardians to pay prior to the trip. That said, making such requests can be a challenge if you don’t have a tool to facilitate timely communication across the board. However, there’s a solution to make this process as seamless as possible.  The Prime Child Care platform’s electronic payment processing capability provides parents multiple secure payment options for any expenses that may arise as a result of the trip. They can make traditional credit card payments as well as mobile wallet and NFC payments (via Apple Pay, Google Pay, or Samsung Pay) on the platform.

    Load up the Bus

    Another step in your planning framework will involve getting the children on the bus. This is where you’ll want to take a headcount of your group. Prime Child Care’s software platform has childcare check-in and attendance capabilities so you can get a live headcount display. This lets you monitor your group throughout your trip. One of the most pressing concerns when leaving your facility is ensuring the safety of every child. Our platform takes the stress out of accounting for everyone. You’ll be able to manage and track your center’s rosters so you have an updated list of students, teachers, and chaperones going on the trip.  To further ensure the safety of your group, you could also ask everyone to put on T-shirts with your daycare’s name emblazoned across the front. Ideally, you would remind parents about dressing their children in the appropriate T-shirts prior to the trip.

    Stay Aware of Dietary Requirements

    When you leave your facility for the day, your children may end up eating lunch at a restaurant. And, even if your students bring packed lunches, you’ll still need to maintain awareness of everyone’s dietary requirements. Essentially, you’ll need to have food allergy information ready at a moment’s notice. After all, you don’t want to pack or order an item a child may be allergic to. 

    By using Prime Child Care’s platform, you can safely store all vital dietary information — including allergies as well as medication information. That way, you’ll be able to review everyone’s data to ensure that adequate care is taken when packing lunches or ordering meals.

    Return Home and Provide Updates on All the Fun

    Once the trip is at an end, you can use the platform’s roster and check-in/attendance feature to take a headcount. Then, you can head back to your facility with the confidence that all the children are accounted for. Another great feature of the Prime Child Care platform is the ability to upload photos or reports of any achievements so the children’s parents can see them. Did your group see the massive dinosaur bones on display at the museum? Take pictures, and upload them to the platform. And, if your group went to a family restaurant for lunch, take pictures of everyone enjoying their meals. Parents will appreciate seeing all the fun their children had during the trip. 

    A Field Trip Preparation Guide Is Only as Good as the Planning Tool You Use

    Planning a field trip for your childcare center can seem like a daunting task. And, no matter how good a field trip preparation guide is, you still need the right tools to manage the process efficiently and effectively. Prime Child Care’s cloud-based, easy-to-use software offers you the capabilities you need to be successful. It will help you stay organized and allow you to focus your energy on ensuring the kids have a truly enriching and memorable experience.  If you’d like to hear more about how Prime Child Care can help you run your childcare center more effectively, contact us today!
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    Daycare manager understands that ease-of-use is critical when choosing software.

    Why Ease-of-Use Is Critical When Choosing Software

    Posted by on | Featured

    Looking for daycare management software that includes online bill pay and reporting capabilities? 

    If so, you’re likely weighing several factors before making a decision. Cost, governed by budget considerations, is sure to top your list of considerations. The ability to customize is also important. And of course, security poses a major concern, due to the sensitive nature of your data. However, have you considered why ease-of-use is critical when choosing software?

    It may, in fact, be the single most important issue to consider in the decision-making process.

    But, why is that? Let’s take a closer look at why ease-of-use is such a critical quality for your daycare management software to have. 

    Why Ease-of-Use Is Critical When Choosing Software for Daycare Management

    You prize a diverse and dynamic workforce. But, you’re also a realist. While it’s great to have high retention rates, you also expect voluntary resignations to occur over time. It’s an inevitable part of running a childcare center.

    Likewise, you know employees come with different skill sets. This isn’t a bad thing — a diverse workforce can prove advantageous for your daycare. Several of your team members may be great communicators while others possess high administrative skills. You may also have millennials working next to Baby Boomers. Meanwhile, some staff members possess great technical and digital marketing skills. 

    Whether you’re onboarding new team members or working with a core group of loyal staff, ease-of-use is critical when choosing software. You want to utilize software that’s easy to adapt to and that functions seamlessly. Essentially, your daycare management software should accommodate a variety of skill sets. It should be intuitive, mobile-optimized, and easy to navigate.

    Most importantly, the right software simplifies employee training. This is especially true in the process of onboarding. When you hire new staff, you must spend time explaining your policies and internal procedures. Ideally, your daycare management software should be a part of this training. With the right software, your team members can get up to speed pretty quickly. This ensures minimal downtime in your day-to-day operations. 

    You and your team work hard — the digital tools you use should make your life easier, not more stressful. 

    Why Other Factors Pale in Comparison to Ease-of-Use

    Regardless of which software solution you choose, you have to prioritize the features that are most important to you and your team. After all, not all software systems are created equal. Each one has a different set of features that lead to varying benefits. 

    That said, your childcare center should primarily focus on ease-of-use. Why? Because the software you choose will play a defining role in every aspect of your center’s operations. Choosing software that’s overly complicated or marginally intuitive increases your risk of failure when operating at multiple touchpoints throughout the day. 

    Let’s take a typical day at your daycare center. In the morning, you have to take attendance. Then, when lunchtime rolls around, you have to verify allergy and medical information. Johnny may be allergic to peanuts, so he definitely won’t be having a peanut butter and strawberry jam sandwich. And, Samantha may be allergic to soy and wheat. So, she can’t have a banana cupcake.

    But, let’s face it: Sticking Post-It notes on kitchen and classroom walls won’t do. That process is prone to human error. If you’re using software, you have a concrete process to fall back on. That said, you’ll still want the info to be accessible at a moment’s notice. You’ll also need your software to be up to the task of sending reports of the day’s activities to parents. 

    What if you could have a seamless experience at each of those touchpoints throughout the day? Would it make your life easier? And, will your team be more efficient in achieving your business goals? Software with a high degree of complexity can impede operational efficiency. Instead of solving problems, your staff will spend hours interacting with helpdesk professionals and poring over tutorials to find answers.

    Other Major Reasons Ease-of-Use Is Critical

    There are multiple reasons to opt for an easy-to-use software platform:

    An Intuitive Platform Helps Reduce Confusion

    When your employees feel comfortable using the software, they’re bound to face fewer challenges. This will enable you to have a more efficient workday: the right software will limit the problems your team escalates to you. 

    You Can Increase Compliance With USDA Requirements For Food Programs

    Intuitive software makes it easy to keep up with food program regulations at the federal and state level. Whether you’re an after-school daycare, private daycare, or center offering a Head Start program, you’ll find CACFP compliance much easier with software that’s easy to set up and navigate.

    It Makes Parent-to-Center Communication Smoother

    There may be multiple touchpoints throughout the day where you need to reach out to parents. Perhaps, a child fell while playing hide-and-seek. Or, a student showed symptoms of a cold as the day progressed.

    If a child has a special appointment, and her parents can’t pick her up, you’ll also need to confirm that another adult has permission to act as a designated pickup person. At other times, you may just want to follow up with updates about a child’s day, along with any accomplishments or incidents the parents should be aware of.

    Whatever the reason for contacting the parents of your students, intuitive software facilitates rather than impedes parent-to-center communication. Your team can use the software to send updates and reports to parents without having to worry about navigating confusing interfaces. 

    Ease-of-Use is Critical When Choosing Software

    As can be seen, many factors go into deciding which daycare center management software is right for you. Still, you’ll want to prioritize ease-of-use as a critical factor in your decisionmaking. For the reasons outlined above, intuitive software will help you improve your center’s operations while making life much easier for your staff. It’s a win-win scenario. Interested in exploring a cloud software solution that’s easy to use? If so, contact Prime Child Care Software today to chat about how our solutions can work for you. [wd_hustle id=”5″ type=”embedded”/]
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    Protecting student data privacy.

    How to Protect Student Data Privacy

    Posted by on | Featured

    Nothing is more important than the safety of the children under your care. You have policies and procedures in place to keep children physically safe.

    But, what about keeping them virtually safe? In other words, how can you protect student data privacy in today’s information age?

    In general, there are three reasons cybercriminals want to access your center’s data: 

    • Use a child’s personal information to create a false identity
    • Sell the data to others on the Dark Web
    • Hold an organization’s data for a financial ransom.  

    If successful, cyber breaches can have serious ramifications for a childcare center. So, what information should be secured from a cyberattack? 

    Personal Identifying and Health Information

    If you own a daycare, you’re likely inundated with paperwork on a daily, weekly, and monthly basis.

    Childcare forms can range from simple field trip authorization slips to detailed medical records. These forms may contain sensitive data known as personally identifying information (PII), including medical data (PHI).  

    PII and PHI cover any information that allows a reasonable person with no knowledge of a child to identify him or her. Among the types of data considered sensitive PII are:

    • The name of the child, the child’s parent or guardian
    • The name of other family members
    • The address of the child
    • A personal identifier, such as the child’s social security number or student number
    • A list of personal characteristics or other information that would make it possible to identify the child with reasonable certainty
    • Other indirect identifiers, such as the child’s date of birth, place of birth, and mother’s maiden name

    For PHI, HIPPA covers any medical information that facilitates the identification of an individual. So, all reasonable efforts should be made to secure both physical and electronic information. Depending on your corporate status, different laws or regulations will apply.  

    • If your organization comes under the jurisdiction of a state or federal Department of Education, you must use “reasonable methods” to protect data. Some states have more stringent laws, so check with your state Department of Education for more information.
    • If your organization is a private enterprise, you should comply with the Department of Homeland Security (DHS) guidelines for securing PII.

    Although the U.S. Department of Education has minimal requirements for securing sensitive information, all public institutions should try to comply with the more stringent DHS regulations.

    Physical Security for Student Data Privacy

    The DHS provides guidelines for securing physical or hard copy PII.

    • Sensitive PII must not be removed from the premises.
    • Hard copy PII must be locked in a secure container when not in use.
    • Sensitive PII should not be left unattended and unsecured.
    • Hard copy PII must be stored in a locked container regardless of security protocols in the storage area.

    Physical security applies to electronic storage devices such as hard drives, CDs, or flash drives. These must be locked in secure containers and not removed from the premises. When disposing of electronic storage devices, employees must ensure that all data is completely removed.

    Cybersecurity

    As a childcare center manager, you may think that basic virus protection software and a router-based firewall will suffice. However, cybercriminals have become more innovative in recent years. Whether you’re a private or public childcare facility, your organization is a target. And, hackers generally focus on institutions that house sensitive PII or PHI but lack cybersecurity resources to defend against attacks.   

    Childcare centers fall into that group, along with schools, local governments, and healthcare facilities. Many of these organizations don’t have the budget to hire a full-time security expert. And, even if an organization has the resources to retain such an expert, cybersecurity professionals are still in short supply.

    On the global stage, a staggering 2.93 million cybersecurity positions remain open and unfilled.

    The High Cost of Cyber Attacks

    Unfortunately, cybercrime is no respecter of persons. To date, hackers have even closed down hospitals and schools. In 2019, cybercriminals targeted two colleges at the start of the school year, one in Colorado and the other in New Jersey. And, in the summer of 2019, hackers held sensitive data from two Long Island school districts hostage. And, one school district had to pay an eye-watering $88,000 in bitcoin to retrieve student and teacher data before the start of the school year.

    The most common cyber attacks are:

    • Phishing (or social engineering) to extract sensitive information
    • Denial of service attacks to extort money in exchange for the company’s access to its hijacked information systems
    • Ransomware attacks

    Both Denial of Service and ransomware attacks comprise a majority of cybercrimes. These attacks block access to a company’s data until hackers receive their ransoms. If businesses don’t take steps to mitigate the risk of a ransomware attack,  they may have no other recourse than to pay the ransom. 

    As a childcare center owner/ manager, you may not see your organization as a target. After all, don’t hackers target enterprise businesses? The answer is no. Unfortunately, hackers will hold an organization’s data hostage for as little as $15,000.   

    Data breaches that expose sensitive data may not appear to be as costly as a ransomware attack. However, hackers can use the data to commit identity theft or engage in other malicious activities.

    The fallout from a data breach can be costly. Data breaches often ruin corporate reputations and almost always leave companies open to litigation. In many cases, the loss of customers and the cost of breach containment results in about 60% of small organizations going out of business within six months of an attack.

    Cyber Protection

    There are ways to reduce the risk of a successful cyberattack.

    • Real-time monitoring of access attempts
    • Strong password requirements
    • Deletion of unnecessary student data
    • Maintenance of existing data in a protected environment

    You may want to consider a cybersecurity response plan, so you and your staff know what to do in case of an attack.

    How Prime Child Care Software Can Protect Student Data Privacy

    Cybersecurity concerns can distract from your most important duties. In addition, worrying about a possible breach only adds to your stress levels. What if you could minimize your risk and reduce the time spent on administrative tasks? 

    Prime’s childcare management software is a cloud-based solution that stores sensitive data in the cloud. No need for physical security requirements or disposal of electronic storage devices. Plus, data isn’t stored locally, so there’s nothing to secure. If you’re looking for a robust solution to secure student data privacy, schedule a consultation today. Let us show you how we can help ease your security concerns.

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    Protect Student Data With a Software Privacy Audit

    Posted by on | Featured

    As a childcare provider, you have a high calling. 

    Daily, you prioritize the safety of the children entrusted to your care. In the modern world, that includes not only providing a physical but also a digitally secure environment. In that light, nothing can be more important than data security and its counterpart, the software privacy audit.

    Essentially, data security protects daycare staff, students, and parents. While privacy regulations differ from state to state, you must do everything you can to meet your obligations in this area. Parents expect nothing less.

    Part of your responsibility will involve securing PII (personally identifiable information). The best way to do this is to subject your systems to careful testing.

    Privacy and Security

    The concepts of privacy and security in data management are related but not the same. You can have excellent security and yet fall short on privacy protection. Unquestionably, security is a matter of access control: the process of delivering data integrity through selective access.

    Two of the most common types of access control are discretionary access control and mandatory access control. In the first, the owner of the software assigns the privileges of access to users. Some users will invariably receive greater access to sensitive data than others. Meanwhile, mandatory access control assigns access privileges to users based on a system’s security classifications.

    Databases and APIs are especially vulnerable to privacy breaches. A database often contains a diverse range of information. Some applications need access to data that constitute PII while others don’t. Your software should be configured to grant access only to legitimate applications.

    Similarly, SaaS products can be flexible enough for a range of purposes. However, an API (a software intermediary that allows two programs to communicate with each other) is especially susceptible. If it doesn’t have adequate security protections in place, it could provide access to untrusted applications or even to anyone who can run a script.

    Children and PII (Personally Identifiable Information)

    Privacy in a daycare environment applies to students, parents, and staff. The most important concern is the protection of personal identifiers, such as:

    • Names
    • Social Security numbers
    • Addresses
    • Pictures and videos
    • Fingerprints
    • Financial/banking credentials

    Even information that doesn’t qualify as unique identifiers can be matched with public domain information to expose personal identities. For example, a person’s age, sex, and zip code can be used to single out an individual.

    In certain situations, you may be legally required to disclose personal information to authorities. The software you use shouldn’t make it excessively difficult to comply with such requirements. At the same time, protection against abuse is necessary. Sometimes, officials demand more information than they’re legally entitled to. So, software privacy protections can help your employees reject invalid requests.

    The Importance of Software Protections

    Granularity in software protects data privacy. Parents should only be able to access information pertaining to their own children. And, employees should only have access to the functions that are necessary to do their jobs.

    Your software should use role-based authorization to establish granularity in access. If an employee’s job doesn’t require seeing financial information or health records, the corresponding account shouldn’t make them available. Such restrictions keep employees from inadvertently giving out information they shouldn’t.

    By and large, giving parents remote access to their children’s records is important. In today’s digital environment, interactive technologies facilitate collaboration between teachers and parents. However, you must ensure that these web services or apps don’t disclose sensitive data. To that end, only authorized users should be allowed to participate in information sharing.

    The software configuration must be thoroughly tested so it doesn’t have any security holes. In many cases, pseudonyms help ensure data privacy. The software can refer to children by identifiers, and employees can look up specific IDs when needed.

    How to Implement a Software Privacy Audit

    For all these reasons, childcare centers should implement a software privacy audit to make sure it has strong privacy protections. MITRE Corporation has provided a good set of guidelines on how to conduct a software privacy audit. The purpose is to make sure the use of information is consistent with all applicable policies, laws, and regulations. An audit identifies gaps and weaknesses in privacy protections that need to be corrected. It’s an ongoing process, and there’s always room for improvement.

    A general software privacy audit helps determine whether controls are in place to ensure data integrity. Professionals with information technology skills and experience should execute the audit process. Specifically, the audit will check for a variety of risks, such as:

    • Impersonation and identity theft. The software shouldn’t be difficult to use but should be able to assign access privileges.
    • Insider threats. Role management should limit the amount of information that non-specialized employees have access to.
    • Insecure APIs. A service that exposes information through an API should use a strong form of authentication before responding to any request for potentially sensitive data.
    • Release of excessive information. Each transaction should provide only the information required. Queries that return unlimited access to data can be exploited by hackers.
    • Inadequate technical safeguards. This includes problems such as leaving copies of information in unprotected locations, transmitting data insecurely, and failing to erase obsolete information.

    Options for Privacy Protection

    If you host your own software, you need to keep up with any security patches the vendor issues. But, if you use a cloud-based SaaS offering that comes with patch management, the required patches will be deployed automatically.

    Essentially, account management is central to privacy protection. User accounts should have strong passwords containing a mixture of uppercase and lowercase characters, numbers, and special characters. And, expired accounts should be promptly deleted. Most importantly, only key personnel should have access to administrator accounts that provide access to sensitive data. These accounts also need the strongest protections, such as two-factor or multi-factor authentication.

    The Benefits of a Software Privacy Audit

    The improper exposure of confidential data isn’t always obvious. Thus, a software privacy audit is necessary to spot any potential breaches. Catching security leaks before they turn into real problems will keep the children in your facility safe from predators or unscrupulous individuals with malicious intent.

    And, it’s important to repeat the process periodically. Software configurations change and privacy risks evolve over time. A software privacy audit, followed by the correction of any problems that it discovers, will assure parents that their children’s information is in good hands.

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    Transition your daycare to cloud software.

    Why It’s Time to Transition Your Daycare to Cloud Software

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    Managing and operating a childcare center certainly comes with its share of challenges.

    Like many administrators, much of your focus is spent on simplifying the process. One of the solutions you can deploy for this purpose is cloud software. According to Gartner, more than 50% of global enterprises relying on cloud computing will deploy all-in cloud strategies by 2021. As we navigate the digital age, there’s never been a better time to transition your daycare to cloud software.

    Ease of Use

    One of the most vital considerations of new software is its functionality. Cloud-native applications are easy to deploy and navigate at a variety of locations. Your staff members can use it at the office, home, or even at a coffee shop. As long as they have an internet connection, they’ll be able to access your center’s most important files. Plus, there’s no limit to the management tasks they’ll be able to perform with cloud software.

    All in all, cloud software is intuitive to use and easy to deploy. Cloud software also provides greater savings in Opex and Capex costs. You won’t have to pay for and maintain an expensive hardware infrastructure. In addition, updates are automatic, so the headaches of decommissioning obsolete software will be a thing of the past.

    Better Control of Daily Operations

    From an organizational standpoint, cloud software lets your center perform many operational functions more efficiently. Here’s a quick overview of just a few of the duties your team can perform, thanks to a comprehensive cloud software system: 

    • Upload and download important center documents
    • Update class rosters
    • Review billing/accounting information 
    • Manage human resources and staffing needs, track employee time cards, handle leave requests, and manage scheduling for substitute staff
    • Mark children present or absent for attendance purposes
    • Oversee the enrollment/admissions process
    • Process payments from parents electronically

    And, the above isn’t an exhaustive list. There are countless other ways cloud software can help your childcare center flourish. For example, you can set alerts or push notifications to your employees. In that light, cloud software facilitates on-going communication between you and your staff. You can also grant authorized access to sensitive files and prevent unauthorized users from accessing, changing, and deleting data.

    The best part about all of this improved functionality? You can customize cloud software to suit your team’s specific needs. It’s not a “one-size-fits-all” approach.  

    Improved Staff Communication and Collaboration

    At daycare centers, teams need to share documents and collaborate on projects to ensure the integrity of the operational framework. To that end, cloud software facilitates rather than stifles creativity and collaborative efforts.

    Let’s take a scenario: A child shows symptoms of a cold during the day. Time is of the essence, and your staff needs to know whether she has any allergies (which will determine the OTC medications that can be administered to her). One of your staff members pulls up her medical file, but to confirm particulars, she must speak with you. Unfortunately, you’re attending a conference in another state. With cloud software, both of you can access the file immediately while being in two separate locations. 

    And, here’s another scenario: What if your team is working on a project to add improvements to the center? This could entail new plans for sharing daily menus with parents or perhaps, brainstorming new activity ideas for the children. One person can start a draft document, send the link to other staff for input, and everyone can add comments to share insights. 

    Each of your team members brings a unique set of ideas and skillsets to your childcare center. When your team communicates, ideas can be brought forward to strengthen your center’s operational efficiency. In that light, cloud software facilitates collaborative effort, which results in increased productivity. Your entire team can weigh in on specific initiatives and review them before you implement them as part of your center’s standard operating procedure.

    Instant Access to Your Most Critical Data

    Wherever you store your files, you’ll likely need quick access to them at some point. Whether it’s a child’s medical records, a teacher’s contact information, or a parent’s digital payment history, cloud software lets you manage all of your data securely. It can also let you access any piece of data at a moment’s notice.

    Specifically, cloud software gives you the ability to set up your own personalized filing structure. So, you won’t need to waste precious moments digging through a massive catalog of files. Instead, you can go directly to the sources you need. Whatever information you need fast access to — allergy information, immunization records, registration forms, or permission slips — you can access all of these data with just a few mouse clicks. 

    Greater Appeal to Parents

    While the above features are great for your team, they speak more to the internal management of your childcare center. However, cloud software offers much more: it can help you improve communications with parents. 

    Engagement with parents is crucial to the success of your business. With cloud software, you can establish a parent access portal and mobile app. This allows parents to have access to daily reports about their child’s progress as well as information about any potential incidents that may have occurred. This type of portal also allows you to update parents about their child’s achievements. Did Johnny recite the alphabet correctly on Tuesday and eat his vegetables all week? Let his parents know by sending real-time updates through the portal.

    And, did Maria take nice afternoon naps during the week and draw beautiful pictures of her family pets? Take pictures and share them through the mobile app. We guarantee her parents will be touched that you cared enough to share important details about their child’s day.

    Last, but not least, parents can also use the cloud-based portal to make payments from anywhere and at the time of their choosing.

    In all, cloud software doesn’t just help you manage your center better. It also takes your customer service standards to the next level. You’re meeting parents where they spend much of their time already — on the digital plane.

    Transition Your Daycare to Cloud Software and Reap the Benefits

    When you transition your daycare to cloud software, you will reap three major benefits:

    1. It will make your life easier by streamlining the way in which you manage the majority of your team’s operations. 
    2. It will improve the user experience for your parents.
    3. Both of these will combine to improve the experience for the children you care for.  

    Interested in finding out more about a daycare cloud software solution that can deliver on all three fronts? Contact Prime Child Care Software today!

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    Smiling teacher in a daycare.

    10 Fun March Classroom Ideas

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    Winter’s reign is ending. Spring is on its way, and you’re ready to share your feelings of positivity with your students. But, wait. You sigh as you think of the hours of lesson planning ahead. Suddenly, all your euphoria dissipates. And, no wonder. Studies show that teachers devote an average of seven hours per week to lesson planning. To ease your workload, the authors of 365 Days of Classroom Fun have provided exciting educational activities for every day of the year. To usher in spring, these March classroom ideas should do the trick.

    1) Read Across America Day (March 2nd)

    Supplies Needed: Books

    Suggested Activities: Kick off the day with an interactive discussion about reading and its importance. After lunch, take your students to the library to select a book for taking home. And, don’t forget to close out the day by reading a passage from one of your favorite childhood books!

    • Teach your students about the importance of reading. Start by emphasizing: Reading is fun and helps us learn. Then, tell them a great story about how reading became one of your favorite activities.
    • Invite students to share their favorite books with the rest of the class. If some of your students are shy, ask leading questions and provide gentle hints along the way. Make it easy for your students to interact with you and their peers.
    • Celebrate by creating a banner highlighting your students’ favorite books. Ask your students to help decorate the banner with crayons and then hang it up in the classroom.

    2) Unique Names Day (March 5th)

    Supplies Needed: Books on origins of baby names

    Suggested Activities: Modern parents are giving their children more interesting and unusual names than ever. In fact, some names are so unique that it may be a challenge to find them in a book of baby names. A few days in advance, give your students a special “homework assignment.” Ask them to find out how they got their names. Gather these details and combine them with other information in a book. Then start your day! 

    • Teach your students that some people are named for a family member, while others are named after events, nature, legends, and months.
    • Invite students to share with their classmates the details of how they were named.
    • Celebrate by creating a table tent for each student, with their names on one side of the tent and two or three facts about their names on the other side.

    3) Dentist Appreciation Day (March 6th)

    Suggested Activities: If you have a friend or family member who is a dentist, ask if they would be willing to give a 30-minute talk about how they help people care for their teeth. You can also kick off the presentation with some “tooth trivia” and serve healthy snacks during the presentation.

    If you can’t provide a guest speaker, consider showing some video clips and reading fun books about dentistry. If you’re a daycare teacher, consider books like “Curious George Visits the Dentist” (H.A. Rey), “The Crocodile and the Dentist” (Taro Gomi), and “If I Were a Dentist” (Scholastic).

    4) Napping Day (March 11th)

    Supplies Needed: Nap mats or cots; blankets; pajamas

    Suggested Activities: Begin promoting Napping Day about a week in advance. Send your students home with notices proclaiming that they have special permission to wear their pajamas to school on the 11th. Kick Napping Day off with some fun “sleep trivia” questions that motivate your students to think about their sleep habits. Here are some tips to help you make Napping Day a hit. In fact, celebrating this holiday may just be one of the most restful March classroom ideas you’ve ever implemented!

    • Teach your students about the importance of sleep and how many hours of sleep they need each night.
    • Invite students to share helpful tips with their classmates about how they get to sleep, even when they don’t feel tired.
    • Celebrate Napping Day by allowing students to wear their pajamas to school. Have an extra-long nap session after lunch.

    5) Plant a Flower Day (March 12th)

    Supplies Needed: Seeds or flowering plants; water

    Suggested Activities: Kick off the day with a short discussion about flowers and the many ways they brighten our lives. Then, incorporate these tips into your daily activities:

    • Teach students about the different types of flowers in your region. Touch upon ways to care for flowers throughout their lifespan.
    • Invite your students to join you as you plant flowers or seeds in your school’s garden. 
    • Celebrate by having students color pictures of their favorite flowers and posting them on the wall.

    6) St. Patrick’s Day (March 17th)

    Supplies Needed: Green outfits and accessories

    Suggested Activities: Everyone’s Irish on St. Patrick’s Day! While you can’t make a toast in class, you can still help your students enjoy this amazing holiday. Start off the day by sharing one of your favorite St. Patrick’s Day memories as a child. Then, encourage students to share their own memories or any plans they may have for the evening. Here are some creative ways to celebrate St. Paddy’s Day in the classroom: 

    • Teach your students about the origins of St. Patrick’s Day and why we celebrate it. 
    • Invite students to use their eyes to locate 10 small four-leaf clovers that you have positioned strategically across your classroom.
    • Celebrate by encouraging students to wear their favorite green clothing. Have green headbands and beads on hand for students to wear, as well. Make it as festive as possible. And, be sure to sashay into class with your favorite green outfit! To finish up, put on a St. Patrick’s Day song and have the children dance to it. Children learn best through movement, so dance on!

    7) National Women’s Month (March 18th)

    To celebrate National Women’s Month, reach out to local female celebrities, politicians, business owners, or influencers. Ask if they would be willing to join your classroom for 30 minutes to talk about their roles as daughters, mothers, sisters, and role models in the community. Plan to schedule four speakers to visit at different points throughout the day to keep students engaged. Here are some suggestions to consider:

    • A local doctor such as a pediatrician or family care provider
    • Your principal or vice-principal if the positions are held by women
    • A popular news anchor who your students may know as a semi-celebrity
    • A local singer who also performs at school events

    8) Music In Our Schools Month (March 19th)

    Celebrating Music In Our Schools Month is a great way to engage with students and parents. Plan a short music concert to showcase each student’s musical abilities. You can give students the option of singing a short song or playing an instrument for a minute or two. Ask each student to give one or two short statements about their “music” before they begin. Be sure to provide examples of what to say so they’ll know how to proceed:

    • “Hi. My name is Michael and I like to sing. I’m going to sing a song my dad taught me about taking a vacation.”
    • “Hi. My name is Sue and I’m going to play the triangle. Did you know that the triangle is one of the oldest musical instruments on earth?” 

    Be sure to prompt students gently, especially if “stage-fright” grips them. Music is a great way to reach young students: research shows that music learning can boost memory and motivate learning. In all, celebrating Music In Our Schools Month may just be one of the best March classroom ideas you’ve ever implemented.

    9) Purple Day (March 26th)

    Purple is such a popular color that your students will certainly look forward to celebrating Purple Day! From purple clothing to purple decorations, there are many fun ways to celebrate this amazing color.

    Supplies Needed: Plenty of purple objects, clothing, and snacks!

    Suggested Activities:

    • Teach your students about the origin of purple and how you can make purple by mixing red and blue together. 
    • Invite students to wear their favorite purple shirts or accessories. Set the tone by dressing up to the nines in purple.
    • Celebrate Purple Day by putting up purple streamers and serving purple M & Ms during breaks.

    10) National Crayon Day (March 31st)

    Supplies Needed: Paper and a box of crayons

    Suggested Activities: Crayons are loved by children across the globe. In fact, nearly 65% of children ages two to seven use crayons at least once a day. So, it only makes sense to end the month of March by celebrating National Crayon Day!

    • Teach your students that crayons are made of wax and tell them that children all over the world have been using them for over 100 years.
    • Create a beautiful springtime picture using crayons and paper.
    • Celebrate by hanging each student’s picture on the bulletin board for all to see!

    Discover Other March Classroom Ideas in the Book

    What are your go-to ideas for providing a great learning experience every day? As outlined above, March is full of holidays that can be used to create exciting learning opportunities for your classroom.

    To discover how you can provide a great learning experience every day of the year, get your copy of 365 Days of Classroom Fun today. Written by industry experts, this user-friendly guide offers 365 cost-effective, fun lesson ideas that will engage children and delight their parents. Order your copy from Amazon to get classroom ideas for March and beyond.

    365 Days of Classroom Fun

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    How To Avoid Burnout As A Childcare Worker

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    Are you feeling the burn(out)? Learn how to identify the symptoms of burnout in childcare.

    People outside of the world of early childhood education are often fooled by all of the “time off” childcare providers and teachers get throughout the year. They don’t understand how that bit of time off flies by. They don’t understand that small bit of time off is barely enough for us to get our minds back to normal after the push at the end of a long year, semester, or summer term. Many child care centers are year ’round now, too. What many people don’t understand is that BURNOUT. IS. REAL. Education and the care of children isn’t just reading stories and snack time. Strong programs require careful thought and planning to maximize the learning time available and ensure all students are reaching the appropriate milestones. And honestly, the time you spend with the kids is likely the easiest part of the job. The paperwork, lesson plans, and constant attention to compliance measures are the real challenges. So how can we improve our day to day so as to avoid burnout, stay on top of our game, and never lose sight of why we got into education to begin with?

    So What Is Burnout… Exactly?

    According to Melinda Smith at HelpGuide, burnout is “a state of emotional, physical, and mental exhaustion caused by excessive and prolonged stress.” When we experience a high level of stress for days, weeks, or even months on end without support or an end in sight, we begin to become cynical, uninterested, and even lack motivation to actually do even the things we once loved about our jobs. Prolonged burnout can affect your home life as well.

    It’s sneaky the way it can permeate every aspect of life, including your health. So, it’s important to understand how to identify burnout before it gets to that point or better yet how to avoid it altogether.

    What Are Some Of The Symptoms Of Burnout?

    If you’re having to even ask yourself this question, the answer is likely yes. Sometimes we are so heads down that we don’t even realize what’s happening. We are just pushing through the next unit, creating the next center, planning the next field trip. We don’t have time to stop and check on ourselves. Here are some telltale signs of burnout according to the Mayo Clinic:
    • Irritability or impatience with co-workers, children and their parents
    • Lack of energy to be consistently productive
    • Difficulty concentrating
    • Lack of satisfaction from work achievements
    • Disillusionment about your job
    • Use of food, drugs or alcohol to feel better or to simply not feel
    • Change in sleep habits

    That Sounds Like Me… What Do I Do To Avoid Burnout?

    First, take a deep breath. The good news is that you got this. Self-preservation is an innate quality most of us have. Start with baby steps to lighten your load. Identify the tasks that are really weighing you down in the classroom, and take those to your administrator. Share what you’re going through and ask for help. Administrators are in the business of retention…both for staff and students. So, your administrator will likely walk through these challenges with you and help you devise a way to focus on the must-dos and back off of the nice to dos for a while. Having your admin in your corner is vital to improving your overall outlook and your ability to move past some of the stress you’re experiencing. In conjunction, carve out some time to exercise. “Exercise is crucial to your mental and physical health,” according to Forbes’ Ashley Stahl. So, take a walk. Go for a bike ride. Find a yoga class. Make time for the activity that you enjoy that also elevates your heart rate. It’s not only fabulous for your cardiovascular system, it’s also great for your mental health. Get your body moving and your endorphins flowing!

    Also, remember to take time to socialize and laugh! Surrounding yourself with positive people, preferably outside of your professional group, gives your mental health a boost, especially during mentally low times, such as burnout. It takes your mind off the stresses of the day and allows you to have perspective on those things eating at you. Kavita Khajuria, MD, of the Psychiatric Times wrote that laughter “elevates the pain threshold and can help break the cycle between pain, sleep loss, depression, and immunosuppression. Laughter lowers blood pressure, epinephrine, and glucose levels, and increases glucose tolerance.”

    How To Prevent Burnout In Childcare Workers

    Child care center directors and admins have a critical role in supporting your staff throughout the year to help keep the dreaded burnout at bay. Burnout is a major factor in high turnover, costing small businesses between 16-20% of annual salary for every employee who leaves, according to People Keep’s Christina Merhar. However, you can get ahead of this beast and offer your staff some perks that will hopefully keep the work/life balance in order as well as retain your employees for the longer term. Appreciation and recognition are key.

    Here are few ways to do both:

    • Minimize and simplify paperwork and mundane tasks using technology
    • Open door policy—let them know that you are always in their corner—be approachable and one who takes action to rectify challenges
    • Rotate ancillary duties (car duty, lunch duty, front desk duty, etc.) often, and allow teachers and staff to trade responsibilities.
    • Recognize even the small instances of someone going the extra mile (Sonic gift cards, duty free day, order in lunch for that teacher, publish their good deed in the monthly newsletter)
    • Provide special staff breakfasts once a month
    • Coupons for jeans/casual dress days
    • Make the effort to privately thank each member of your team every single day for something they did well

    Burnout is no joke for childcare workers. It also doesn’t have to feel like the end of the world. If we are in the workforce long enough, we will all experience it in some form or fashion. However, with recognition and deliberate change, we can win the burnout battle!

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    How To Lead A Low-Stress Move To A Child Care Management System

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    4 Important Steps To Help You & Your Staff Embrace The Digital Age

    The benefits of moving to a child care management system are numerous and well documented. What is far less well known is how to prepare. Transitioning from traditional processes to digital tools and electronic records can be a significant challenge for some organizations and their staffers. However, there are some simple practical steps child care professionals can take to prepare their people and businesses for the move.

    Plan The Move With Your Staff And Tell Everyone The Plan

    We’ve all often heard the old axiom “If you fail to plan, you plan to fail”, however having a great plan will not be sufficient to ensure a smooth transition. Equally important is to articulate that plan to your staff and gaining the buy-in, at least from your leadership team, vital to a successful implementation. All too often the decision to move to a child care system is made by the executive team, board members, or ownership without gaining the support of the staff members that will be tasked with implementing the system and/or using it on a day-to-day basis. Almost invariably, this leads to a “staff revolt” and can either greatly impede or even shut down your transition efforts.

    Embrace The Digital Age In 4 Simple Steps

    Even before you schedule your first demo with a child care management software provider, you can begin the transition process by updating the way you and your staff handle and keep records. Most traditional child care centers are very paper intensive between piles of enrollment forms and check-in sheets, not to mention documentation and claim forms for programs like CACFP. Your first task will be to lead your team into the “electronic age” with just a few new steps.

    1. Convert Your Paper Files To Digital

    Purchase a quality scanner for staff to use in converting all your enrollment packets into digital files. I think we can all agree that digital files are far less expensive and time-consuming to store or retrieve. Further, if a paper version of the form is needed it can be printed on demand. While this is “an extra step” for your staff, it is a necessary and temporary step which will pay dividends in terms of time and reduced stress when the time comes to implement your new child care management software and apps.

    2. Store Your Digital Files In The Cloud

    In order to fully realize the benefit of your move to electronic records, you will want to use a cloud storage service. Cloud storage is becoming more-and-more ubiquitous as it is offered by all the major software providers such as Apple, Microsoft, Amazon, and Google in addition to more singularly focused providers like DropBox, iDrive, or FlipDrive. Most of these solutions are easy to use and are either free or minimal cost. Be sure to start with the minimum storage option from your selected provider and allow your volume of actual digital files to determine the size storage option best for your business.

    3. Create A Customer List From An Excel File

    For those of you operating solely with paper processes, please don’t let the word, “database” scare you off. A database can be a simple spreadsheet created in common programs such as Microsoft Excel. For those who are already familiar with spreadsheets and databases, there is a key item you may be missing. I am referring to a student ID number of some kind. The exact numbering convention is irrelevant, however, what is important is that the student ID numbers of each student should be listed in the fields/cells of their respective parent(s).

    This is usually accomplished by simply adding a column for student ID(s) to your spreadsheet/database of parents. This simple step can save a significant amount of time, and even money, associated with migrating your customer information to a new child care management software.

    4. Communicate Changes… Ad Nauseum

    All parents are accustomed to the collage of paper flyers, announcements, notices and newsletters that accompany having a child in preschool or child care center. Make a concerted effort to switch most, if not all, of these communications to email. It’s true that, in increasingly rare cases, there are parents who remain obstinate with respect to electronic communications, so your organization will still need to retain the ability to produce paper versions of these communications. However, you and your staff will likely quickly realize the freedom and cost reductions that come hand-in-glove with moving to electronic communications.

    This is by-no-means a comprehensive list, however, taking these steps will not only prepare your information for the transition but your people as well. The biggest hurdle for most organizations in moving to cloud-based child care management system is all too often not finding the right software and equipment but preparing and gaining buy-in from the staff. The best way we’ve seen to gain that buy-in is to effectively communicate how making the move will benefit their job specifically.

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    How To Fire Up Your Childcare Center Staff

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    Igniting excitement and community in your school for the next semester — FIRE UP YOUR STAFF!!

    Whether you are a student or a teacher, there is something about the beginning of the term or school year that is special. The smell of new crayons with their sharp points and pristine boxes. The fresh sets of playdough. New lunch boxes. A clean, well-stocked teachers’ lounge. This clean slate of newness and freshness is an exciting time for childcare providers and educators alike. It is the anticipation of a fantastic year..

    It is also a beginning. It always involves change. Change in staff. Change in assignments. Change in students. And sometimes that change is challenging. However, you have the ability to make this change exciting. You can keep the newness and freshness that comes with a new term alive by building community among the change. You have the ability to FIRE UP! your staff and make all the difference for this new year.

    Building community takes a bit of simple planning on your part, but this bit of planning will pay huge dividends. You wear every hat in the house: administrator, teacher, mentor, nurse, accountant. Yet the hat of cheerleader is likely the most important hat you wear, especially at the beginning of the year, when it comes to your staff. Your energy, excitement and vision are contagious. You’re leading the way and lighting the spark to get your staff fired up for the year head! Here are a few ideas to help you get started.

    1. CREATE A THEME

    Create a theme for the year. This common theme across various age groups, varying staff seniority, and different personal interests among the staff provides a level playing field. It gives everyone something in common. Examples include (but are limited only by your imagination):

    We Stick Together!

    Cactus-themed items are everywhere these days. Gift each teacher a small succulent.

    (Pre)School Is Cool!

    Being a child care provider is never boring, and neither are our teachers. Be cool!

    Aim For The Best!

    Setting big goals for the year? This is the perfect theme. Give out Target gift cards!

    “Bee” Kind!

    For a year that promises to keep everyone busy as a bee — a theme will help everyone remember to stay sweet as honey!

    Shine Bright!

    Whether you want to encourage ideas, transparency, smiles & laughter, or just to keep everyone focused on a bright future!

    Saddle Up For Success!

    Encourage friendly greetings, partners, and pioneering new solutions with this theme straight out of the Old West!

    The idea here is that you go all in with your theme for the year. Staff shirts reflect the theme. Bulletin boards reflect the theme. Your website and newsletters reflect the theme. It is something that permeates the entire organization from the staff to the students to the parents. You can build a logo around it or just identify and use some graphics that support your theme. Ultimately, you want to create a theme that is both inspiring and fun. It builds commUNITY among your staff, as well as your students.

    2. HOST A CHILDCARE STAFF RETREAT

    It is rare that you and your staff can steal away for a half or full day of in-service or training; however, it is vital to the success of your school year to do just that. Whether you host it at your school or find a great place in your local community, find a venue with lots of comfortable seating and set aside time to talk about:
    • Successes from years past
    • Goals for the upcoming year, and
    • Measurements for success
    Any easy way to visually do this and to include everyone in the process is the use of sticky notes. Have the staff write down at least one response to each of the 3 bullets above. On a large piece of bulletin board paper tacked to the wall and divided into the three labeled sections above, have them place their sticky notes in each of the respective sections. Then, discuss as a group. If you have your own ideas that you want them to lean towards, be sure to include those on your own sticky notes. This experience gives you good feedback from your returning or veteran team members as well as sets the stage for your expectations of the staff during the upcoming year. Ultimately, they need to know how their own success is measured so they can identify areas in which they need to grow during the year. You can also use this time for some important team building. The CEO of the 1-800-GOT-JUNK? and Forbes contributor, Brian Scudamore, agrees that “team building is the most important investment you can make for your people. It builds trust, mitigates conflict, encourages communication, and increases collaboration.” It doesn’t have to be fancy or expensive, but it should encourage laughter, be inspiring, and create a memory that can later turn into an inside joke among staff members or just continue to foster community among your team. Here are a few resources online with some quick and easy team building ideas: Some of these activities might even be worthy of after school programs teachers are doing with their kids to create the after-school community for the older kids. The ultimate goal, whether for staff or students, is to focus on shared experiences and community. 

    3. LEAD BY EXAMPLE, BECAUSE IT STARTS AT THE TOP

    Regardless of how you fire up your staff for a new year, ultimately, that fire only stays lit if you, as the leader, continue to stoke it. If your excitement and energy dwindle, so too will your staff’s. It sounds cliché, but the truth is that you do have to lead by example. You can easily do that by:

    Keep The Theme Alive!

    • Incorporate it into everything you send out.
    • Dress up like a character that would be associated with your theme.
    • Create a staff award that mirrors the theme and give it out once a week/month.

    Encourage Your Staff At Every Turn

    • Include humor (when you can) that reminds people of the retreat to continue to foster the relationships and memories built there.
    • Recognize good behavior verbally and publicly in staff meetings.
    • Have special treats in the break area/lounge at least once a month.

    Be The Kind Of Change You Want To See

    • Be kinder than required to a challenging parent.
    • Go the extra mile for a family or staff member in need.
    • Act immediately whenever there is conflict within your building regardless of whether it is student or staff related.

    Excitement is contagious! People are drawn to those who are on fire for something. Your staff will be so excited for the new term with just a few simple things that foster community, build relationships and make your school a positive place for everyone!

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    Why Meal Restrictions And Allergies Are Nothing To Sneeze At!

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    How to Track & Use Meal Restrictions and Allergy Information to Ensure Child Safety

    Peanuts. Gluten. Ants. Bees. Grass. Pollen. Mold. There is no shortage of allergens affecting our kids today. Whether these allergens have always existed or we are just becoming more sensitive to them, it more important now than ever that we bring awareness and prevention to the table as child care providers to ensure the health and safety of our students.

    The numbers are actually pretty staggering. According to Julie-Ann Amos at Healthline, U.S. children:

    • Are diagnosed almost as frequently in a one-year period as adults, with approximately 7.1 million diagnosed, or 9.5 percent of the children in the population.
    • Make up 8.6 million, or 11.5 percent of the children in the population, who reportedly have had respiratory allergies in a 12-month period.
    • Experience a rate of reported food allergies of approximately 3.4 million, or 4.6 percent of the children in the population, in a 12-month period.
    • Reported 9.4 million cases of skin allergies, or a total of 12.6 percent of the children in the population.

    We may not want to admit it, but allergies are on the rise. It is likely one of the biggest concerns parents whose children suffer from serious if not life-threatening allergies face when placing their child in a child care center, preschool, or after school program. They need 100% assurance that whomever is responsible understand exactly what their child is allergic to and what to do if their child is exposed to said allergen.

    This challenge is not something we can take lightly. However, it is just that…a challenge. With so many children and so much movement within a center from classroom to playground to another classroom or even teacher to teacher’s aide to substitute, how can you ensure that your kids with allergies are protected?

    Furthermore, you may have students in the building who don’t necessarily have food allergies but rather have meal restrictions due to religion or any other various reasons. You need the ability to track this and respect the requests of the families in your program. Yet another challenge that can prove difficult to manage.

    Knowledge Is Power For Childcare Workers Managing Food Allergies & Meal Restrictions

    Knowing who is allergic to what or who has restricted diets is the first step in ensuring safety within your center. The minute parents enroll their child, the center much capture this information in an easy-to-retrieve way.

    A childcare management solution such as Prime Child Care Software can help with just that. This solution allows parents to easily enter any allergies or food restrictions they may have at the time of registration. Parents can also update this data through the parent portal at any time if anything changes. Teachers and administrators within the building have the ability to run reports on specific classrooms to understand which students have allergies or food restrictions.

    Get Creative To Make Adults Aware Of Potential Risks

    Your teachers may have all of their students’ meal restrictions and food sensitivities memorized or quickly available on a touchscreen, but how are you going to ensure that allergy sufferers and those with restricted diets stand out to maybe a substitute teacher who doesn’t know all of the details for each student or a volunteer who has come in for a special day or occasion? Your ultimate goal is to ensure that everyone who comes into contact with this group of students understands the dos and don’ts.

    Devise a system that allows adults to know of any allergies or meal restrictions. It’s important to get creative and keep things easy to understand for everyone!

    Customized Name Tags For Kids

    You can link your data from a comprehensive childcare management system to your name tag printer so that any time you print name tags, allergy and meal restriction information prints with the name tag. If you don’t have a comprehensive child care management system to print name badge info from, think about using colored stickers. Try laminating name tags or using magnetic name badge holders to keep name badges tidy and avoid having to print new tags every day.

    Color-Coded Rubber Bracelets

    Rubber bracelets are super popular with most kids these days. Color coding them for various issues and having a key to those various colors could help people building wide.

    For example, if you have a student who has an allergy that isn’t life-threatening but can be an issue (allergic to ant bits for example), have that student where a yellow rubber bracelet every day at school. This alerts everyone that there is the potential for an allergic reaction and to keep a special eye out.

    A student who has a severe food allergy could go into anaphylactic shock if they ingest certain foods. You can provide this student with a red bracelet to alert all adults that there is a life-threatening allergy associated with this student. Maybe provide students with meal restrictions white bracelets to wear.

    The main idea is to just provide visual cues to all adults on duty as to which students have issues so whichever route you go, hang a poster in the classroom and perhaps in the lunchroom with easy to understand instructions on what they need to be aware of.

    Privacy Matters When It Comes To Medical Issues

    Remember that privacy is an issue here as well. You want to be mindful of your students and their medical privacy. Collaborating with your staff to know what will work best to keep all responsible parties in the loop on allergies and meal restrictions is key.

    Any student who has special requirements can be challenging, but with the right tools and processes in place, you can ensure student safety day in and day out.

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    Demystifying Electronic Payment

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    Demystifying the electronic payment process so that you can accept credit card payments from parents.

    It’s time to cut through the confusion surrounding electronic payments so that you can make the right options for your organization more clear. With off-the-shelf options like PayPal and Square, in addition to the myriad other choices flooding the market today it’s easy to get confused. However, with knowledge of just a few basic terms and concepts your choices will become much simpler.

    Gateway: Many of you already process credit card payments through a terminal or point of sale system at your child care center. To accomplish this you had to set up a merchant account which processes your credit card transactions, deducts transaction fees and other charges, and then deposits the remaining balance into your bank account. When it comes to processing credit cards and other transactions such as ACH on the web, or through an app, you will need one additional party known as a gateway. Many merchant account providers are affiliated with a gateway, or in some cases are gateways themselves. In either case fees for these services may or may not show up on your bill as many merchant account providers build the fees into their transaction fees and other charges. Gateway fees can range between $15 and $50 a month for access to a gateway if you are processing credit cards online. Remember that having a merchant account does not automatically mean that you have a gateway or can process payments online as these services must be set up explicitly.

    Choosing your providers: With that said, we can now dive into deciding which options work best for your organization. There are numerous providers when it comes to online payments for your organization beginning with off-the-shelf providers such as PayPal and Square. While off-the-shelf providers are enormously popular, easy to set up, and offer freebies they also represent the high side of individual transaction rates. Other child care systems also provide these type of services usually by reselling them packaged with their existing products and charges. These services can be a good option for in-home childcare businesses, or child care centers that are just getting started and have a small number of transactions each month. Most banks and credit unions can provide you with individual transaction rates that often significantly reduce costs to your organization overtime. Additionally, substantial savings can be had by going with a value-added-merchant service providers like our partners at First American. These partners offer “rate matching” and a host of other services in addition to the ability to process ACH transactions. This is an important consideration as most off-the-shelf services do not work with ACH, which is increasingly popular among child care customers.

    At the end of the day you want to choose a service provider that will be transparent with costs, provide the greatest range of services, and meet the financial needs of both your customers and your organization. A great first step is to check with your current bank or credit union which will provide a good option, or at least a benchmark for vetting other value-added partners like ours. Please let us know if you have any questions about electronic payments for child care centers, or any other child care management tips you would like for us to provide in the future!

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    Turning The Tables On A Toxic Workplace Culture

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    Have you ever been in that work environment where everything is fine until you get to work, and then it’s all downhill?

    It’s not you. It’s not even the work itself. It’s the culture. Could be the people or the environment or the management. Toxic culture in the workplace is rampant, but we all play a role in its improvement and maintenance.

    If your child care center culture is struggling to retain employees, and staff member turnover is at an all-time high, it’s probably a sign of a toxic workplace culture. Don’t worry! The good news is that recognizing and admitting there is a problem is the first step.

    In a hiring climate like the one we’re in now where there’s an enormous shortage of talented childcare workers, you should never EVER ignore your team when they tell you there’s a toxic culture at your center. Letting a toxic culture persist, or being dismissive of childcare worker complaints about colleagues or the work environment will lead to employee attrition, under-performance, and inefficiency.

    You may think complaints you’re getting from your employees are the result of enforcing workplace rules and holding your staff accountable. Maybe you look at your team and think that gossip, cliques, poor benefits, and other less obvious issues are the culprit. While these will all play some role, the biggest source of child care center cultural influence sits at the top of the organization — with you. Truth.

    Self-Reflection & Self-Awareness Is Key

    In Meghan E. Butler’s article “How to fix your toxic culture,” Shahnaz Broucek, a professor of coaching and mentoring for MBA students at the University of Michigan, notes that “leadership sets the tone of the workplace culture and acceptable behavior patterns.” Leaders set the tone. Whether the leader of your childcare business is the administrator, team leader, or a mentor, those in leadership roles carry the burden of ensuring a positive, healthy culture for everyone else.

    Now that we know who’s leading the charge around culture, what can you do to fix it?!

    Before you embark on the hefty task of turning around a toxic work environment, take some time to reflect. As a child care center leader, you have to understand your role in the cultural state of the business. Ask yourself:

    • Are you listening to employees?
    • Are you making yourself available?
    • Do you have your finger on the pulse of the center?
    • Are you taking action when someone brings a problem or complaint to you?
    • Are you communicating regularly?
    • Do you have a true open door policy?
    • Do you put your money where your mouth is and live up to promises made?

    All of these questions (and more) are part of understanding your role in the cultural environment. As a center administrator, you must be available to your employees. When they are struggling at the classroom or supportive level, they need someone that is approachable. Maybe it’s a teacher/parent issue. Perhaps it is a teacher/teacher issue. It could even be something outside of the school impacting a teacher at school who then acts out or takes it out on other co-workers. You are the comment box. And as such, you have to be able to take feedback or concerns and turn them into something actionable. If someone is brave enough to bring a problem to you, you have to be strong enough to try to help them resolve the issue. If you’re not doing that, this would be a good place to start.

    4 Tips For Improving Your Childcare Center

    Once you have carefully reflected on your own behaviors and surveyed the staff, create an action plan. Identify ways that you can improve the current situation. This may include making some tough decisions.

    1. Communicate. Communicate. Communicate.

    Social cliques and gossip can kill even the best culture faster than anything. The best way to minimize gossip is to communicate often. Gossip grows in environments absent of facts. Thus, communication is key.

    Your plan must include opportunities and avenues to communicate often with your entire staff and with your students’ families. This ensures that everyone is working from the same set of facts and knows what is going on. Anything less is a breeding ground for the rumor mill.

    Strong communication also allows your employees to do their best work. It allows them to understand your expectations and work more efficiently. A few suggestions for modes of communication include:

    • Regular staff or team meetings (at least weekly, but preferably daily)
    • Weekly or monthly newsletters (this is great for staff and families alike)
    • Short email memos for unexpected changes or updates

    2. Stay Engaged And Praise Good Work.

    Too many times leadership is heads down on the administrative obligations child care centers face, and they miss the really good stuff going on around them. Teachers and staff want to do good work. They also want to be recognized for such. Make a plan to be visible to staff members on a regular basis, and when you catch someone doing something awesome, recognize them privately with a handwritten note and publicly in a staff meeting or creative public bulletin board.

    When you are engaged, you will be able to see where the cultural pitfalls are, sometimes before they become a problem. You will also see all of the amazing things your center is doing for kids. Seeing such and recognizing such build intrinsic motivation within your staff. We all want to grow and improve our skills. Being recognized for such is a huge reward but can’t happen if you are stuck writing checks in your office to vendors.

    3. Foster A Healthy Work Environment.

    Genuine positivity is important. When you kick off the year, discuss the rules of engagement with each other. Respect and courtesy are a must, and sometimes that needs to be spelled out in terms of how to go about that even during disagreements. Be sure to also create a formal anti-bullying policy for your staff. Aggressive or bullying types of behavior cannot and should not be tolerated.

    When you are engaged, you will be able to see where the cultural pitfalls are, sometimes before they become a problem. You will also see all of the amazing things your center is doing for kids. Seeing such and recognizing such build intrinsic motivation within your staff. We all want to grow and improve our skills. Being recognized for such is a huge reward but can’t happen if you are stuck writing checks in your office to vendors.

    4. Don’t Let One Bad Apple Spoil The Bunch.

    Not all of your plan will be easy to execute, but it will all be necessary. If you have a staff member(s) who is toxic to your future success, you may need let them go. Ideally, you want to retain as many employees as possible; after all, you have made an investment in them. However, you cannot allow one bad apple to spoil the bunch. Cut your losses and move forward when necessary.

    Execute Your Plan Consistently

    Put your money where your mouth is. Share the plan with your staff. It will keep you accountable to them, and it will guide them in terms of their own behaviors and interactions with other staff members and center families. If you say you will do something, then follow through. Losing your employees’ trust is a surefire way to tank your cultural rebuild. Take it one day at a time and make small changes. You will look back in 2, 3, 4 months and see that you are really making big strides, though it may not feel that way on a daily basis.

    Shifting the culture in your workplace is a challenging. Set small goals and reflect and adjust often. Your culture didn’t slide into a toxic place overnight, nor will you repair and rebuild it overnight either. However, with patience, dedication, and a plan, you can turn your culture into the winning one you know it can be!

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    Building A Constructive Parent Feedback Program For Your Childcare Center

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    Survey Says: Constructive ways to Collect, Evaluate, and Implement Change Based on Parent Feedback.

    Do you consider the parents of your preschool, day care center, or after school program to be enemies or allies? Have you ever even thought about it? Maybe you have some of each. The ultimate goal is to make them all allies.

    Going to war with a challenging parent is a battle you will never win. Yet, how do you win over the tough ones? Proactively ask them for feedback. That’s it.

    Provide all parents, (especially the challenging ones) an opportunity for feedback on a regular basis. At the end of the day, we all want to be heard. If you regularly take time to listen and then make and execute an action plan, you can have a winning ally in each of your parents.

    Why Is Parent Feedback So Important?

    If you are a parent, your children are your pride and joy. Most of what you do is to provide for your children and raise them the best you can. Their health is a priority. Their education is a priority. Their happiness is a priority. Their safety is a priority. The list goes on and on. So when working parents enroll their children in child care, they are trusting this facility and those who work in it to take care of the most precious thing they have. 

    That’s a lot of responsibility for a child care center, and even the best centers always have room for improvement.
    Partnering with parents and seeing them as an ally is vital to any center’s success. Allies work with you, not against you. They have your back during times of need or struggle. Thus, this partnership requires regular back and forth communication. The easiest way to encourage that is through surveys, newsletters, and informal conferences when time permits. Understanding areas that your center’s parents value and ensuring that you meet their standards today will save you a lot of unnecessary battles down the road.

    Step 1: Collecting Parent Feedback

    Parents are busy bees, so it is important to make the process as quick and easy as possible. Different clientele will have different preferences in terms of how they wish to be contacted and provide feedback. During enrollment, you can include a contact preference section so as to know what works best for them. It could be via email, phone, or in cases specifically related to feedback, it could be via a comment box or web form to which you provide the link. Regardless, travel the path of least resistance when trying to collect feedback. There are a bevy of free services available online including: These services allow you to send directly from their sites or provide a link for you to embed in an email sent from your email service. You will receive notifications when participants complete the survey, and in some cases, you can run reports and compile the data received. (NOTE: Some services only offer the reporting component in the paid subscription version of their site.) If you want to text or call parents to request feedback, you can use such services as: The most ideal option would be to survey your parents directly through the tool that you use to manage your student records. If you are managing your business with a comprehensive child care management system, you’ve got half the battle already won. You should be able to create custom forms within the software to create your survey, which you can then blast to all of your parents or add to your parent portal. Once parents submit their feedback, you can store that data in their child’s record so that you can associate this information and feedback with that family in the future. Pretty slick!

    Keep Your Parent Feedback Surveys Short & Simple

    Try to limit the number of questions on your survey. 3-5 should be more than enough questions for you to get a feel for the way things are going, and will keep the survey short enough that it won’t take up too much of a parent’s valuable time. When you survey on a regular basis, you can choose specific topics to ask your parents about. Did you recently add a new curriculum or service? Do you want suggestions on how to improve drop-offs, meals, email communications, classroom accommodations, etc.? Do you want to know how your parents feel about how a you’re communicating daily activities or other classroom interactions? Always add one optional question at the end of a survey to ask if there is anything else they’ve noticed and would like to share. This gives them the opportunity to recognize good work or raise any concerns they might have outside the topics you’ve already asked about!

    Step 2: Compile & Analyze Parent Feedback Responses

    Once you have sent the surveys to your parents, allow anywhere from 1-2 weeks for them to respond with feedback. Feel free to send a reminder or two, but don’t spam them with reminders! This may lead to parents unsubscribing from your mailing system or turning off surveys altogether. When the survey has closed, compile the data. This may just mean running a report using the service you used or perhaps even doing it manually if you used a comment box. Either way, this is time well spent. Group feedback together into categories and look for common pieces of feedback from your parents. Rank them in order of easiest to address and most difficult to address. Prioritize feedback in a way that ranks those items that are the easiest to implement and will positively impact the majority of your parents and children at the top of the list and those that are most difficult or would negatively impact some of your students are the bottom. Analyzing the data entails reading all of the feedback. Some of it may warm your heart while some of it may frustrate you. Constructive feedback isn’t always easy to hear or read, but every time you take this feedback and act on it to improve your center, you will gain more trust and respect in your community, ultimately driving more business and money into the center.

    Step 3: Plan & Communicate Changes To Staff & Parents Alike

    You may want to share the feedback with your parents and certainly with your staff. In doing so, you are able to highlight some of the strengths as well as identify some areas for improvement. you can also create and share an action plan from which to take steps towards improvements in the areas parents showed dissatisfaction. This reinforces the idea that you asked, they shared, and you listened. At the end of the day, the challenging parents will feel validated, and you will have taken a baby step towards the ally relationship versus the enemy relationship with these types of parents.

    Execution is key here. Only put the improvements you can actually implement into the action plan. Even if it’s just a partial step in the right direction. You don’t want to over-promise. Provide updates and progress towards the action plan in your monthly newsletter. Don’t be afraid to re-survey once you have successfully achieved an area of improvement to see if parents are happier. At the end of the day, your goal is to run a safe, clean, educationally proactive center. When you know better, you do better. So, don’t be afraid to reach out and find out what the talk on the street is about your center. You might be pleasantly surprised, but either way, you can only make it better once you understand the problem.

    Free White Paper:
    Best Practices For Managing Difficult Parents

    Learn how to handle tough conversations about a child’s
    behavior, build healthy relationships, and avoid unpleasant
    interactions with even the most difficult-to-please parents.

    Download Free!
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