Free Child Care Service Contract Template
Child Care Service Contract
I. Introduction
A. Overview of the Agreement
This Contract outlines the terms and conditions under which [Your Company Name] ("Provider") agrees to provide child care services to [Parent/Guardian's Name] ("Parent(s)/Guardian(s)"). This agreement sets forth the responsibilities, payment terms, and expectations for both parties during the course of the child care arrangement. Both parties acknowledge and agree to abide by the provisions set forth in this Contract.
B. Parties Involved
The parties involved in this agreement are [Your Company Name], a licensed child care provider, and [Parent/Guardian's Name], the parent(s)/guardian(s) of the child(ren) listed below:
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Child’s Name: [Child’s Name]
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Date of Birth: [Date]
C. Effective Date of the Contract
This Contract is effective as of [Date] and will remain in effect until either party terminates the agreement as outlined in Section VII.
D. Duration of the Contract
The Contract is for a duration of 12 months, with the option for renewal upon mutual agreement of both parties. The renewal terms will be negotiated prior to the expiration of the contract.
II. Description of Services
A. Type of Child Care Provided
The services provided under this Contract include full-time child care from Monday to Friday, 8:00 AM to 5:00 PM. The Provider will ensure a safe, nurturing environment for [Child’s Name], with age-appropriate activities, including outdoor play, educational sessions, and meals. Any additional services, such as transportation or tutoring, can be arranged at an additional cost.
B. Age Range of Children Accepted
The Provider specializes in the care of children aged 0 to 5 years. [Child’s Name], born in [Date], is within the acceptable age range for enrollment. If additional children are to be included, their age and needs will be reviewed and assessed separately.
C. Hours of Operation
The Provider’s standard operating hours are Monday through Friday, from 8:00 AM to 5:00 PM. Extended hours may be provided for an additional fee, subject to prior arrangement and availability.
|
Day |
Operating Hours |
|---|---|
|
Monday |
8:00 AM - 5:00 PM |
|
Tuesday |
8:00 AM - 5:00 PM |
|
Wednesday |
8:00 AM - 5:00 PM |
|
Thursday |
8:00 AM - 5:00 PM |
|
Friday |
8:00 AM - 5:00 PM |
D. Holidays and Time Off
The Provider will be closed on the following public holidays:
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New Year’s Day (January 1)
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Independence Day (July 4)
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Thanksgiving Day (November 25)
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Christmas Day (December 25)
Parents will be informed in advance of any planned time off or closures for vacations or holidays.
E. Extra Services or Charges
Extra services such as providing meals or late-night care after 5:00 PM are available at additional costs.
|
Service |
Fee |
|---|---|
|
Extended Care (After 5:00 PM) |
$20 per hour |
|
Meal Service (per day) |
$5 per child |
III. Financial Terms
A. Child Care Fees
The fee for full-time child care at [Your Company Name] is $[00] per week for one child, payable in advance every Monday for the upcoming week. Any additional services provided, such as extended care or transportation, will incur an additional charge as outlined in Section II. The Provider reserves the right to adjust fees upon 30 days' written notice to the Parent(s)/Guardian(s).
B. Payment Terms
Payments are due on the first day of each week, and should be made through bank transfer, check, or credit card. Invoices will be sent every Monday morning, with the payment due by the end of the day to ensure continued service. If payment is not received within the week, a late fee of $[00] will apply, and services may be suspended until payment is made.
C. Late Payment Policy
A late fee of $[00] will be assessed for any payments that are not received by the due date. After 7 days of non-payment, an additional $[00] fee will apply, and the child may not be admitted to care until the outstanding balance is settled. The Parent(s)/Guardian(s) will be notified of late payments via email and phone to ensure timely resolution.
D. Refund and Cancellation Policy
If the Parent(s)/Guardian(s) cancel care more than 5 days in advance of the scheduled start date, a full refund of any pre-paid fees will be provided. Cancellations made within 5 days of the start date will incur a 50% cancellation fee. If care is canceled during the term of the agreement, the Parent(s) will be charged for any services rendered up until the date of termination.
IV. Responsibilities of the Provider
A. Child Care Responsibilities
The Provider is responsible for the overall care, safety, and well-being of the child during the scheduled hours. This includes providing a structured environment with daily activities such as arts and crafts, educational games, and physical exercise, as well as offering emotional support to the child. The Provider will ensure that all activities are developmentally appropriate for [Child’s Name]’s age and needs.
B. Health and Hygiene Standards
The Provider will maintain high standards of cleanliness and hygiene, including regular cleaning of toys, play areas, and surfaces to minimize exposure to germs. Children will be encouraged to wash their hands regularly, especially before meals and after using the restroom. If [Child’s Name] becomes ill during the day, the Provider will immediately inform the Parent(s) and request the child be picked up as soon as possible.
C. Communication
The Provider will communicate regularly with the Parent(s)/Guardian(s), providing daily verbal or written updates about [Child’s Name]’s activities, meals, and emotional well-being. Monthly check-ins will be scheduled to discuss any concerns or adjustments to the care plan. The Parent(s) are encouraged to reach out with any questions or concerns regarding their child’s care, and the Provider will address them promptly.
D. Provider’s Qualifications and Licensing
The Provider is licensed by the [State] Department of Children and Families, and all staff members have passed background checks and hold certifications in CPR, First Aid, and Child Development. The Provider maintains all necessary licenses and certifications required by state and local regulations. The Provider’s qualifications ensure that the children in care receive the highest standard of care in a safe, secure environment.
V. Responsibilities of the Parent(s)/Guardian(s)
A. Provision of Accurate Information
The Parent(s)/Guardian(s) are required to provide accurate and up-to-date information regarding their child’s health, including any allergies, medical conditions, or special needs. This information must be provided in writing before services begin and updated as necessary. The Parent(s)/Guardian(s) must also provide emergency contact information and notify the Provider of any changes in contact details.
B. Timeliness and Consistency
The Parent(s) agree to drop off and pick up their child on time as agreed in the care schedule. If the Parent(s) are unable to adhere to the agreed times, the Provider must be notified as early as possible to arrange for adjustments or an extension. Consistent attendance is important for [Child’s Name]’s routine, and frequent absences should be communicated to the Provider in advance.
C. Payment Responsibility
The Parent(s)/Guardian(s) are fully responsible for timely payments as outlined in Section III. Failure to make payment on time will result in late fees and, in some cases, suspension of services. The Parent(s) also agree to reimburse the Provider for any additional charges incurred during the term of the agreement, such as fees for extra services or late care.
D. Communication Expectations
The Parent(s)/Guardian(s) agree to maintain open and regular communication with the Provider. If there are any changes in [Child’s Name]’s health, behavior, or care needs, the Parent(s) will inform the Provider as soon as possible. The Parent(s) are also expected to communicate any planned absences or schedule changes, so the Provider can plan accordingly.
VI. Health and Safety Guidelines
A. Emergency Procedures
In case of an emergency, the Provider will follow established protocols, which include calling emergency services and notifying the Parent(s)/Guardian(s) immediately. The Provider will maintain a well-stocked first aid kit on the premises at all times, and staff members are trained in basic first aid and CPR. The Provider will also perform regular emergency drills to ensure readiness in case of fire or natural disaster.
B. Illness and Injury Policies
The Parent(s) are responsible for ensuring that their child does not attend care while ill or exhibiting symptoms of contagious illness. If a child becomes ill during care, the Provider will immediately contact the Parent(s) and request early pick-up. Minor injuries will be treated promptly with appropriate first aid, and the Parent(s) will be informed as soon as possible of any accidents that occur.
C. Child Care Environment
The Provider ensures that the care environment is safe, child-friendly, and regularly inspected for potential hazards. Toys and equipment are cleaned and sanitized daily to reduce the risk of germs and illness. Safety features, such as baby gates, locks, and soft corners on furniture, are used to protect children from injury.
D. Confidentiality and Privacy
The Provider commits to maintaining the confidentiality of all personal and health information provided by the Parent(s). This information will not be shared with any third parties unless required by law or in case of an emergency. The Parent(s) consent to the Provider maintaining the child’s records in a secure manner and agree to provide necessary updates when information changes.
VII. Termination of Agreement
A. Termination by Parent(s)/Guardian(s)
The Parent(s) may terminate this agreement at any time by providing at least two weeks’ written notice to the Provider. If the Parent(s) decide to withdraw their child from care before the end of the term, any fees paid in advance will be refunded on a pro-rated basis. The Parent(s) are responsible for any fees incurred up to the date of termination.
B. Termination by Provider
The Provider reserves the right to terminate the agreement if the Parent(s) fail to adhere to the agreed payment terms, health and safety policies, or any other provisions in this contract. If termination is necessary, the Provider will give two weeks’ written notice unless there is an urgent situation that requires immediate action. In cases of serious misconduct or failure to follow agreed terms, termination may be immediate.
C. Return of Property
Upon termination of this agreement, the Parent(s) agree to return any materials, equipment, or property belonging to the Provider, including but not limited to keys, childcare records, and any other items. Failure to return property may result in an additional fee to replace the items. Any outstanding fees or balances will also be due immediately.
D. Final Payment and Outstanding Balance
Upon termination, the Parent(s) agree to pay any outstanding balances immediately. The Provider will issue an itemized final statement of services rendered, including any extra fees incurred. Any amounts due after termination must be settled within five business days.
VIII. Liability and Insurance
A. Provider’s Liability
The Provider assumes liability for any injuries or accidents that occur during the provision of services, provided the Provider was not negligent in fulfilling the terms of this agreement. The Provider maintains appropriate liability insurance to cover accidents and injuries that may occur while the child is in care. Any accidents occurring outside the care facility or under different circumstances may not be covered by the Provider’s insurance.
B. Parent(s)/Guardian(s) Liability
The Parent(s)/Guardian(s) assume liability for their child’s behavior outside of the care setting and agree to cover any costs incurred for damages caused by the child. This includes any intentional or accidental damage to the Provider’s property or to other children in care. The Parent(s) also agree to reimburse the Provider for any medical costs or expenses arising from injuries sustained by their child during the course of care.
C. Insurance Coverage
The Provider maintains general liability insurance and accident insurance to cover any incidents or accidents that may occur during the child’s time in care. A copy of the insurance policy is available for review upon request. The Parent(s) are advised to ensure their own health insurance is active in the event of an emergency.
IX. Confidentiality
A. Protection of Information
The Provider will take all necessary steps to protect the confidentiality of [Child’s Name]’s personal and medical information, storing it in a secure manner and only sharing it with authorized individuals when necessary. The Parent(s) are assured that no sensitive information about their child will be disclosed to any third parties without explicit consent, except where required by law. Parents may request access to their child’s records upon reasonable notice.
B. Third-Party Disclosure
Information about the child will only be disclosed to third parties if required for emergency medical treatment or as mandated by law. In the case of a medical emergency, the Provider will release necessary health information to medical personnel to ensure appropriate care is given. Any other disclosure will be made only with the express written consent of the Parent(s).
X. Governing Law and Dispute Resolution
A. Jurisdiction
This Contract is governed by and will be construed in accordance with the laws of the State of [State]. Any disputes arising from this agreement will be subject to the jurisdiction of the courts in [State]. Both parties agree to submit to the jurisdiction and venue of the courts located in [State].
B. Dispute Resolution Process
In the event of a dispute, both parties agree to attempt mediation in good faith before pursuing legal action. The mediation process will be conducted in the jurisdiction where the services are provided, with each party bearing their own mediation costs. If mediation is unsuccessful, either party may pursue legal action in accordance with the jurisdiction specified above.
XI. Miscellaneous Provisions
A. Amendments to the Agreement
Any changes to this Contract must be made in writing and signed by both parties. This includes any amendments to the services provided, fees, or any other terms. Oral agreements or promises made outside this Contract are not binding.
B. Severability
If any provision of this Contract is determined to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The parties agree that the invalid provision will be replaced with a valid provision that closely reflects the intent of the original. This ensures that the overall integrity of the agreement remains intact.
C. Entire Agreement
This Contract represents the entire understanding between the parties regarding child care services. No prior agreements, written or oral, are binding unless they are included in this Contract. This Contract supersedes any previous arrangements made between the parties.
XII. Signatures and Acknowledgment
By signing below, both parties acknowledge that they have read and understood the terms of this Contract and agree to be bound by its provisions.
[Your Name]
[Your Company Name]
[Date]
[Parent/Guardian's Name]
[Date]
