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Each daycare business has its own individual enrollment procedures. All daycare providers , however, should require standard childcare enrollment forms in order to protect the children in their care as well as their daycare employees. A child information form is one such daycare form.  It is something to add to the child’s file that will not only help protect you (in some cases), but it will also help you provide better care for the child.  Here are some things you might want to include on a basic child information form:

Basic Information
Always include the child’s name, date of birth, age, sex, height, and weight

Chronic Illnesses
Does the child have any chronic illness or allergies such as asthma, hay fever, insect bites, medication allergies, or food allergies? You will also want to find out if the child receives any medications on a regular basis.

Toilet Training
Create space on the form to ask if the child is potty trained. Also find out what words the child uses for toilet.

Child’s Favorites
Inquire about the child’s favorite toys, activities, and foods and any other favorites the child may have. This may come in handy during birthdays and other celebrations.

Behavior
On the child information form ask the parent to briefly describe the child’s behavior. Ask the parent to describe what makes the child mad or upset. Find out how the child shows his feelings.  Ask the parent their best way of handling the child. And most importantly, find out how the parent disciplines the child.

Special Needs
Create a section on the form that pertains to special needs. For instance, ask if the child as any disorders or developmental issues, whether they are diagnosed or suspected?  Then, ask the parent to list any special needs that they child may have.  You may want to find out if the parent anticipates that the child may have any problems adjusting to daycare.

Nap Time
Use this section of the child information form to find out about the child’s nap time habits. You may want to ask: “Has your child been taking an afternoon nap? If so, how long? If not, why no nap?” Find out if the child has a special toy or blanket for nap time?

Previous Daycare
It is important to find out about the parent and child’s experience in previous daycare setting. It is perfectly find to ask for the name of previous daycare provider or child center, if any. It is also perfectly within reason to ask for the reason the family left their previous daycare setting. This may help you make an informed decision as to whether or not you want to enroll the family.

Comments
Always leave a section that allows the parent to write any comments they may have, as well as requests or further information that they would like to provide.

Signatures
At the bottom of the form leave space for signatures. Include the statement: “By signing below, you agree that this is a legally binding form.  Providing false information could result in termination of childcare services, forfeiture of childcare retainer, or both.” Leave a space for the mother, father, and/or guardian to sign and date the information form.  In addition, leave a space for your own dated signature.

For free printable daycare business forms please navigate over to Supporting Providers.

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Discussing your Daycare Business with your Family

There are great reasons to own a daycare. There are so many great advantages! Owning a daycare business allows you to stay home with your own children while they are young and still earn an income to help support your family. You can set your own hours to suit your schedule as well as schedule vacation time. Being the owner of an in-home family daycare allows you to set your own child care rates. YOU decide how much money you will make.

However, it is important when starting a daycare business to consider: “How does my spouse or children feel about running a daycare business out of the home”?  It is important to have an open discussion about how operating a business out of your home will affect the members of your family as they are inevitably sharing their space. Hold a family meeting to discuss their feelings.

Discuss Starting a Daycare Business with Your Spouse

• Discuss the pros and cons
• Convey the benefits of running an in-home family daycare
• Address his or her concerns and alternative solutions

How would your spouse feel about you starting a child care business in your home? It is important to make sure they agree with your decision to start a daycare business and understand the adjustments and sacrifices they may have to make. Discuss the pros and cons of running a business out of your home. Next discuss solutions to any reservations or concerns your spouse may have. Support from a spouse or partner will contribute to the success of your business…this probably goes without saying.

Discuss Starting a Daycare Business with your Children

• Discuss the pros and cons of a family daycare business
• Discuss Sharing things such as toys, space, and Mom
• Address any concerns and brainstorm solutions

If your children are old enough to participate, ask them how they feel about you caring for other children in your home. Make sure they understand that they will be sharing you, their space, and their toys with other children. Be sure to convey the positive benefits of daycare business ownership and running a business out of your home. Next, for any major concern that your spouse or children may have, together try to think of ideas or alternatives to that will resolve the issue. For example, if a child is hesitant about sharing toys, make sure they understand that there will be specific toys that are only for them that the other children cannot touch.

The next step is to ask: Can I Afford to start a Daycare Business?

There are many websites that offer support to daycare providers. If you don’t enough space to start a daycare you may qualify for a daycare grant that will enable you to expand. Visit daycaregrants.org to see free daycare grant listings by state. If you’re looking for free daycare business forms and handbook templates, try the resources at Supporting Providers. This website provides free printable business, forms, and contracts.

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Let’s discuss the great reasons to own a daycare. There are some really great advantages! Owning a daycare business allows you to stay home with your own children, raise them while they are young, and still earn an income to help support your family. You can set your own hours to suit your schedule as well as schedule vacation time. Being the owner of an in-home family daycare allows you to set your own child care rates. YOU decide how much money you will make.

Owning a daycare business means that you no longer have to commute to work. You can wear comfortable clothes and no longer have to adhere to a strict dress code.  You will save money on gas, lunches, and business attire. In short, YOU call the shots. If personal freedom is important to you, a daycare business is a great option. You’re your own boss!

Before making the decision to start a daycare business, it is important to assess your business skills and personal attributes. Here are some of the personal and professional characteristics that are helpful when starting a daycare business.

Personal Characteristics

• Enjoy working with children
• Nurturing and  Loving
• Stamina
• Creativity and Resourcefulness
• Patience and Flexibility

A daycare business owner should truly enjoy working with children. Nurturing and loving children should come natural to you. You should have a high level of stamina and the energy necessary to keep up with the children. Working with children also requires a high level of creativity and ingenuity on a daily basis. A daycare business requires patience and flexibility since it involves working with children with a variety of temperaments.

Entrepreneurial Characteristics

• Business Savvy
• Good Management Skills
• Great Organizational skills
• Excellent Communication Skills
• Marketing Skills
• The ability to multitask
• Willingness to learn
• Assertiveness
• Problem Solving Skills
• Resilience and High Energy
• Positive Attitude

When starting a daycare business, a good   entrepreneurial spirit will get you far. If you have had experience managing groups of people or money, this can be great advantage.  Running a daycare business also involves being highly organized and having the ability to pay great attention to detail. This includes the ability to keep timely and accurate records. Good verbal and writing skills are also extremely important when dealing with parents and potential clients. Being a daycare business owner entails having the ability to market and promote your business and to truly sell your services.

Running a daycare business requires you to fulfill a variety of roles and wear different hats at the same time, so being able to multitask is important. As a business owner and daycare provider, it is important to continually update your skills and knowledge. An eagerness to learn also helps. Dealing with parents and solving problems requires that you be direct and truthful.  Being resilient and energetic is also important since business owners usually work long hours. You may experience stressful work days. Therefore, when it comes to owning your own business, positivity — having a can-do attitude is key.

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Starting a daycare is very affordable. Again, the overhead (startup costs) are low in relation to other business startups. Your current home is your workspace; you just have to work around the furniture that is already in your home. Let’s take a look at some of the basic costs of starting a daycare business  with respect to supplies.

Can I Afford to Start a Family Daycare Business?

The major areas you will spend money on for starting your daycare are:

Some basics you will need to purchase are furniture, safety equipment, toys, and supplies. You will need furniture such playpens or cribs, high chairs, car seats, cots, and nap mats. Toys and other supplies like activity supplies, books, music, and outdoor items for playgrounds are also an expense. Everyday household items like paper towels, toilet paper, and diapers are also expenses you will incur. As well, you will have to purchase safety equipment like safety gates and childproof locks and pads that keep children safe as this is your number one concern.   These items can be purchased inexpensively at garage sales, flea markets and recycling websites such as freecycle.com. In addition a portion of these items used only for your daycare business is tax deductible.

How to Evaluate Your Home for a Daycare Business

The actual physical space available is an important part of creating a successful daycare business. Evaluate the space in your home to see if a daycare business is realistic. Some areas you will need to have:

• A separate room for daycare
• Office space
• Storage space
• Indoor play areas
• Outdoor play areas
• Separate areas for routine functions
• Space for bulletin boards
• Space for displays
• Areas for Parent information

Your daycare center should have its own separate space that is apart from your daily home life. If not, there should be room to develop this space.  Home daycares also need office space for business purposes and storage space for toys and other daycare related supplies. It is also important to have the space to arrange a variety of indoor and outdoor play areas.

An in-home daycare should have separate areas for daily tasks such as eating, napping, and diapering. In addition, the daycare should have enough space to create bulletin boards and display children’s activities and artwork. There should also be space for parent information such as notices, brochures, and newsletters.

How to Brainstorm Solutions to Minor Problems

If, by your assessment, you determine that you are lacking in some areas, don’t give up. Brainstorm alternative solutions. For example, if you have limited space for an office, use room dividers or find ways to organize paperwork in file cabinets in another area of the house. Is it possible to rent a home if yours is too small? If you wish to enhance your skills and knowledge there are night and online classes available as you build your business. Every problem has a solution and this should not deter you from starting your daycare business.

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We asked our OwnADaycare Facebook fans who are daycare owners, to reveal information they would love to anonymously convey to parents. This information is helpful not only for parents who send their child to daycare, but also will help new daycare owners create and enforce policies for their daycare business.

Advice fell into two categories: Daycare owners have issues with respect for policies and with behavioral issues. In part 2 of this article, we list behavioral advice.

Parent’s Please Take Note of Behavioral Issues
Daycare providers are not doctors, psychiatrists, or anything other than daycare providers. However, when they ask a parent to look into some issue or ask about a specific behavior their child is exhibiting with their family doctor, please don’t blow them off or tell them that it is another kid that is the problem. It takes a lot of personal courage and mental prep for a child care provider to ask something like that of a family and it hurts when the family is unkind or gets upset for even suggesting there could be a problem.

Please don’t always think that your child learned an unpleasant behavior from another child. Your child may have thought it up on his/her own! Overall most parents are very reasonable but once in awhile child care providers get parents who believe they produced nothing but an angel!

Please don’t tell your day care provider to not give your child a nap! They spend more time with the child care provider than you do, so they put up with the tantrums and crying because the child is tired.

Believe the child care provider when they say that your child is not behaving appropriately. They cannot give all the children the care they deserve for behaving well when the child care provider has to spend the entire day reminding your child to behave.

Please follow up with some discipline at home. The child care provider cannot be the only one setting boundaries and following up.

Please don’t tell the child care provider that you work too hard and never take any time for yourself, so you are taking a “me” day and they can reach you at home, or the salon, or the spa, or the gym,  or the mall or  the beach — anywhere but work! Also do not tell the provider you have no sick days left for your sick child and then turn around the next week and take a vacation day for your “me “day!!

Please let the provider know if you are not at work for the day while your child is at daycare. The provider will feel foolish calling your job and being told that you have the day off.

Please let us know that you appreciate us and what we do. Just a simple thank you will do. It doesn’t need to be a material gift, just appreciate and understand how important their job is and realize that they need days and paid time off just like you.

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Daycare Insurance, Photo by Alan Cleaver

As you learn about daycare business regulations and licensing for in-home family daycare businesses, you will learn that you must invest in insurance in order to protect the business, the clients, and the employees. It is wise for child care centers to invest in liability, accident, structural, and health insurance as well as workers’ compensation insurance.

Types of Daycare Insurance

Liability Insurance protects you in the event you are sued for damages. Accident medical insurance is insurance that pays children’s medical bills if they are injured at your facility or during activities you sponsor and the child has no insurance coverage of their own. Health insurance for employees directly reimburses them a fixed amount for the services they use most frequently. In addition, many states require that you purchase worker’s compensation insurance if your daycare center has employees.

Your current home owner’s insurance policy may not be sufficient. Check to see if your home owners policy includes business pursuits, sex abuse claims, or limits liabilities to a very short distance from the home. If so, you will definitely need daycare insurance.

In many states, to be eligible for coverage your daycare business must be licensed and the license must be in good standing.  In many cases, there is a maximum number  of children that you can care for in order to be eligible for the daycare insurance. The insurance certificate is usually issues within one week after the application is received.

Online Daycare Insurance Resources

There are many companies online that will insure your daycare business. Feel free to shop around to find an insurance company that best meets your business’ needs. Here are a few:

Daycare Insurance Services
Morgan & Associates
Child Care Insurance Specialists
Markel Insurance Company
American Federation of Daily Care Services
The Maskin Group

Daycare Insurance Books
Guides to starting a daycare describe the insurance you need and how  to select the daycare insurance that is right for you:

Family Child Care Legal and Insurance Guide: How to Reduce the Risks of Running Your Business by Tom Copeland, JD and Mari Millard [Redleaf, 2004].
The Business of Childcare: Management of Financial Strategies by Gail H Jack [Delmar Cenage Learning, 2004].
Start and Run a Home Daycare by Catherine M. Pruissen [Self Counsel Press, 2002]
Home Daycare Record Keeping: Your Financial Guide to Success by Brigitte A. Thompson [Datamaster Publishing, 2003]
The Business of Home Daycare by P.A.Williams  [1^st Books Library, 2002]

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Finding funding is a large part of the process of starting a daycare. You may  have decided upon a location for your daycare business, are abreast of your business’ licensing requirements and regulations, have set up your business structure, and have creating a business plan.  But where will you find the funds to start and run a daycare business. Besides your own resources, where will you come up with initial funding for your daycare business?

There are many funding options available for your daycare businesses. Once you have gathered funds from your own resources, friends, family, and your business partner (if this applies), the next step is to look into government programs for daycare grants and loans. First contact the United States Small Business Administration.  Many government programs offer grants and subsidies to childcare businesses.

A subsidy is an ongoing payment, usually provided by the government, which covers essentials such as food.  Subsidies are typically based on need. Subsidies are given to the individual in need to give to the center, or given directly to the daycare center on behalf of the individual in need.

A daycare grant is a one-time payment given to a childcare center for a specific need or project. There are several types of grants available: Local grants, federal grants and private grants. The best places to start looking for daycare grants and subsidies are your National Child Care Resource and Referral Agency (NACRRA), Head Start, Child Care and Development Fund (CCDF), and Child and Adult Care Food Program (CACFP).

One word of advice: Before applying for a daycare grant, it is important that you develop a detailed business plan.  The business plan illustrates why your daycare center qualifies for the grant above others.

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As part of our Interviews with Daycare Business Owners series, we interviewed Sarah Taylor of Bayside Montessori Home Daycare in Ontario, Canada.

OwnADaycare: Please describe your childcare business. When and why did you start your daycare/childcare business?

Sarah Taylor: I currently run a home daycare called Bayside Montessori Home Daycare.  I had worked in a local Montessori School for 5-6 years and had 2 children of my own (then a 2.5 year old girl and an infant boy).  After having my second I decided it would be best to stay at home and get my Montessori education while running a home daycare.  I have been doing Montessori out of my home for the past 2 years but have expanded my classroom just recently when my family purchased our own home.  I am hoping soon to have enough demand to move the center out of my home and be more formalized and be able to provide care to more families interested in the Montessori philosophy.  I am still a work in progress and need some Montessori materials but what I have now is sufficient enough to teach the amount of children under my care.

OwnADaycare: What is the best bit of advice that you can give a new child care business owner?

Sarah Taylor: My best advice is to know what you are getting into (hours, income, laws/guidelines in your city/province/state), advertise like crazy, and during peak times in the year….1-2 months before summer vacation, 1-2 months before back to school, and right before Christmas break is over.  These are natural transition periods that people look for care.  Have a Parent Handbook that outlines all of your policies and expectations that way parents know what to expect from you and you know what to expect from them and it is all in writing.
Also, use resources that are around you to help you family resource centers, gyms, libraries.  It is a lot of work but it is worth it, these are children that are going to learn from you, love you and be happy!

OwnADaycare: What are the best and worst aspects of owning a daycare business?

Sarah Taylor: Best ~ I am my own boss, my children can come to work with me for no cost, parents talk to me about things not to someone else then me, I get to do what I love doing being a teacher!
Worst ~ Pay depends on amount of children in care and what days they come, it’s in my home so it is sometimes hard to separate work and home, all the responsibility is on me so if something is great YAY for me but if something is not going great then it is all on me!

OwnADaycare: Please explain and comment on the Montessori philosophy.

Sarah Taylor: Dr. Maria Montessori developed the Montessori Method based on her understanding of children’s natural learning tendencies (or planes of development) as they unfold in the classrooms that are prepared environments for multi-age groups (0-3, 3-6, 6-9, 9-12 and 12-14). In the Montessori classroom the child is encouraged to focus his/her attention on one particular quality, the child works at his/her own optimum level – in an environment where beauty and orderliness are emphasized and appreciated. A spontaneous love of “work” is revealed as the child is given the freedom (within boundaries) to make her own choices. The materials invite children to engage in learning activities of their own individual choice. Under the guidance of a trained teacher, children in a Montessori classroom learn by making discoveries with the materials, cultivating concentration, motivation, self-discipline, and a love of learning. There are 5 main areas in a Montessori classroom they are: Practical Life, Sensorial, Cultural & Science (which include geography, history, botany & zoology), Mathematics, and Language.

I currently teach ages 3-6 but I also have an infant/toddler section in my home daycare. I love that the children chose what they learn and that they actually DO learn and I am not preaching to them to memorize something.

OwnADaycare: Do you have children of your own? If so, how do you feel your business affects them?

Sarah Taylor: I do have children of my own currently ages 5 and 2.5 years old. It affects them greatly both positively and negatively as with any career choice….they have Mommy home but they also have to share her with 5 other children during the day.  I think that it is extremely positive for me to be with my children and to be there for them but I also need to provide an income for my family.  I am so happy that I chose a career path that is now suiting my family perfectly.

Bio: Sarah Taylor grew up in Ontario, Canada and did a high school placement at a local Montessori School and instantly fell in love with the philosophy which led her to take Early Childhood Education and then later her Montessori Diploma. Sarah has 2 children ages 5 and 2.5 years. Sarah started doing childcare in her home when her youngest was 8 months old.  Her goal is to one day have her own center with 24 full time students.

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One source of funding for daycare businesses is grants. There are tons of resources for daycare grants available online for local, federal and private grants.

Types of Grants

Local Grants

Contact your local licensing office, the local chapter of the National Child Care Resource and Referral Agency (NACRRA), and local child care organizations to see if there are grants available.

Federal Grants

The federal government may offer subsidies or daycare government grants.  Search for grants through the United States Government’s Children and Family Agency. Also, contact the Small Business Association as they may offer grants for startup costs. If you are minority, contact the Minority Business Development Agency.

Private Grants

Attaining grants from private organizations is another avenue for obtaining grants. Many philanthropic organizations and foundations offer grants to certain types of businesses. To find such organizations, search the Foundation Center which connects nearly 600 foundations nationally with nonprofit organizations.

Grant Resources

The following organizations provide a variety of grants for child care businesses:

Head Start

Child Care and Development Fund (CCDF)

Child and Adult Care Food Program (CACFP)

Foundation for Early Learning
For those in the state of Washington, the Foundation for Early learning grants, technical assistance and early learning information. The Foundation provides event sponsorships and grants of technical assistance and coalition-building funding.

The Foundation Centre
The Foundation Center is a nonprofit organization established by foundations to provide information on foundation and corporate giving. The Foundation Center maintains the most comprehensive database of United States grant makers and their grants.

School Grants.org
SchoolGrants.org showcases grant opportunities from many State Departments of Education or other State agencies. In addition there are many resources for help with grant writing.



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As part of our Interviews with Daycare Business Owners series, we interviewed Robin L. Inman of My Other Mother’s in Concordia, MO

OwnADaycare: Please describe your childcare business. When and why did you start your daycare/childcare business?
Robin Inman: I am the oldest grandchild on both sides of my family.  From the time I was almost 4yo I had baby cousin after baby cousin to feed, change and play with.  My first paying job was when I went next door for about 45 minutes to watch a sleeping toddler.  I was 8 and got paid $1.  I babysat all through my school years, then went to live with my aunt to care for her girls, had my first child and went into a home to care for my child and their 3.  I have kept children in my home ever since, moving a few times and starting from scratch each time.  In 1997 I got licensed and went all out for 10 years.  My own kids are now grown. I have cut back to being a registered provider and keeping 4 infants/toddlers only.

OwnADaycare: What is the best bit of advice that you can give a new child care business owner?
Robin Inman: a. Have written policies!  Lots of them!  b. Use the “Pay before you stay” policy.  c. Don’t take it personal if you and a family don’t fit and they choose someone else for the care of their children.  It is probably going to save you a lot of stress.  d. You can’t save every child.  Sometimes it is best for all to tell a parent they need to go someplace else now.

OwnADaycare: What special considerations do you have to take when working with infants?
Robin Inman: More indoor time due to napping and non perfect weather conditions.

OwnADaycare: How do you set your fees? What are your policies for non paying clients?
Robin Inman: My rates are along with everyone else in my town.  My hours are based on the state pay policies.  Not my top choice, but easier on all to have only one set for everybody.  Pay before you stay!  I have taken several to court and won every time, but it is hard to collect.

OwnADaycare: What is your marketing strategy? How do you maintain enrollment and/or find new clients?
Robin Inman: I advertise very little.  Word of mouth is best.  My church has a center that does not take infants so we work together on referrals.  I take the baby siblings and then they get them back at age 3.  I’m right around the corner from them and this has been working very well for all for several years now.

Bio: Robin L. Iman is a 40 year old single mother of two grown children.  She has been babysitting her entire life, becoming much more professional at it after becoming licensed and attending CDA training.

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