Handbooks

Introduction

Introduction

The purpose of a handbook will vary depending on the intended audience and the institution. The purpose of an employee handbook, for example, may be to provide all staff members, especially new staff members, with knowledge of the policies, regulations, practices, and expectations that characterize the institution.

This page contains information, resources, and samples from early childhood programs that will help you create effective handbooks. Always make sure your handbooks, and the policies and procedures they contain, are aligned with district, state, and/or federal policies/laws, etc.

Resources

Resources

Employee Handbooks

Introduction

Introduction

Purpose

Purpose

"An employee handbook, sometimes also known as an employee manual,staff handbook, or company policy manual, is a book given to employees by an employer. Usually, the employee handbook contains several key sections and includes information about company culture, policies, and procedures." from Wikipedia

Purpose of the Employee Handbook
Click Here, example from Macalester College

I. Welcome & Introduction

I. Welcome & Introduction

II. Programs & Services

I. Welcome & Introduction

III. Locations & Spaces

III. Locations & Spaces

IV. Staff: Roles & Responsibilities

IV. Staff: Roles & Responsibilities

V. Staff: Safety & Security

V. Staff: Safety & Security

VI. Child and Adult: Health & Safety

VI. Child and Adult: Health & Safety

VII. Staff Communication & Public Relations

VII. Staff Communication & Public Relations

VIII. Classroom and Program Policies and Procedures

VIII. Classroom and Program Policies and Procedures

IX. Inclusive, Coherent Learning Environments

IX. Inclusive, Coherent Learning Environments

X. Professionalism

X. Professionalism

XI. Family Engagement

XI. Family Engagement

XII. Relevant District Policies & Procedures

XII. Relevant District Policies & Procedures

Glossary

Glossary

Substitutes

Substitutes

Coordinator Tips

• Using AESOP/Kelly services I make sure teachers put the hours correctly and in the notes comment - I have them write something explicit about an EA being in the classroom and doing some leading since they know the routines.
• I have them write that their role as a teacher is to support the EA in leading the day
• Mention the day is shorter than the rest of the school (sub gets paid for entire school day)
• Greet Sub in the morning. Ask them if they liked the day - to give their phone number at the end of the day and if it's ok to pass to the teachers so they can lock them in ahead of time.
• I make sure other staff greet the subs and make them feel welcome

Examples

Examples

Fulton County School System
Click Here

Parent Handbooks

Introduction

Introduction

Simply stated, the purpose of a parent handbook is to convey information for parents/guardians. Parent handbooks usually contain operating procedures and policies that programs think are the most important for parents to know. They usually also contain the mission, goals, and best practices of the program/organization. Its purpose is to ensure that parents/guardians will understand and follow the policies and practices of a program. Parent handbooks are a valuable communication tool.

Creating Your Handbook

Creating Your Handbook

Since Minnesota Statutes do not cover many operating procedures for school district early childhood programs, it is essential that you familiarize yourself with some key resources.

1. Child Care Center Licensing
2. Early Childhood Learning & Knowledge Center (ECLKC)
3. Caring for Our Children

Caring for Our Children is a collection of 686 national standards that represent the best evidence, expertise, and experience in the country on quality health and safety practices and policies that should be followed in today's early care and education settings.

Create an Effective Parent Handbook
Click Here, from PTO Today

Parent Handbook Elements
https://www.earlychildhoodireland.ie/work/parent-handbook/, Early Childhood Ireland

Calendars

Calendars

Spend time to create a high-quality calendar, as these are an essential resource for parents. Since families often have older children, align your calendar with the K-12 calendar. Make sure conferences and important dates are clearly marked.
Include space where parents can write in teacher name, and class and contact information (or include on calendar).

Forms

Forms

List and describe the forms that parents complete.
Examples:

• Enrollment
• Immunizations
• Health, emergency
• Student information
• Permissions (e.g., field trip, pickup authorization, etc.)

Also, because things change, let parents know who to contact if they need to make any changes.

Immunizations

Immunizations

Early Childhood Programs Immunization Law in Minnesota
| Click Here, MN Department of Health

Program Philosophy

Program Philosophy

Share with parents what makes your program great!

Who We Are
Your handbook should describe to parents who you are as a program. Consider including items like: vision, mission statement, beliefs, program philosophy, goals, commitments, etc.

You may also want to include information on essential elements of high-quality preschool programs, Parent Aware, NAEYC. This is a teaching tool informing parents about elements of quality. It also provides assurances to parents that their children are participating in, and being cared for in, a high-quality program.

In this section you may also want to provide the most common contacts, numbers, key information (not all contacts in this part, just most used/important).

Facilities information can be included here. For example, site locations.

Staff information can also be included.

Program Information
Share key information here. Not a lot of details which can be explained in other parts. For example, share class times and sections.

The Preschool Experience

The Preschool Experience

The topics below cover information that describes what it is like to attend your preschool:

• Calendars, class times
• Open house (dates and what happens)
• Dress, belongings (so parents know what clothing would not be ideal for preschool and what belongings should remain at home)
• Lockers, cubbies, backpacks (how your program uses these and if parents can help their children)
• Standards, curriculum, assessment (what children will be learning and how you know they are learning)
• The typical day (sets expectations)
• The role of play (teaches parents about play and what they may see in your classrooms, and be able to support at home)
• Staffing, teachers (who will be teaching and caring for their children)
• Breakfast, lunch, snack, rest time (how their children will be nourished)
• Access to school resources (aligning with K-12, shows access to resources and comprehensiveness of learning and support)
• Student support services, ECSE, Dual language, nurse, cultural liaisons, etc. (aligning with K-12, and shows that specialized supports are available for children and families).
• Room set up and learning design (teaches parents about the intentional design of early learning)
• Outdoor activities, cold weather policies, sun and hot weather (so parents know the importance and role of outdoor play, as well as appropriate clothing, sunscreen, etc.)
• Field trips (teaches about the role of field trips, the role of parents, like what they need to do or understand)
• Pets (informs parents about the role of animals in your program)

Toileting/Diapering

Toileting/Diapering

In the absence of specific guidance for Minnesota school-based early childhood programs, you should develop policies and procedures based on best practices and program values. Minnesota Childcare Center Licensing may help. Below are some examples from other states, some allow children who are not toilet trained while some do not (note that children with special needs cannot be denied):

California State Preschool Program Parent Handbook
Click Here, Child Development Associates, Inc. See page 32

Developmentally Appropriate Toileting Practices Toolkit
Click Here, CA Department of Education

Enrollment policies for the Statewide Voluntary Preschool Program
Click Here, Iowa Department of Education

Is My Child Eligible For DCPS Early Childhood Programs?
Click Here, District of Columbia Public Schools

Must children be “toilet trained” to attend Pre-K or Kindergarten?
Click Here, New York State Education Department

Oakland Unified School District: 2014-2015 Family Handbook
Click Here, (toileting on page 7)

Toileting/Diapering in Abbott Preschool Programs
Click Here, Department of Education, State of New Jersey

What are the requirements for toilets, handwashing sinks and bathing facilities?
Click Here, Washington State

Minnesota Examples

Toilet Training for Preschool Children
Children should be potty trained or must be actively potty training before entering preschool, meaning they have:

• The ability to identify and verbalize the urge to use the restroom in a timely manner
• The ability to manage all self-help/toileting skills independently
• The ability to manage their preschool day without a pull-up.

An exception will be made for children who have a written Individualized Education or 504 Plan.
We are aware that it is developmentally appropriate for children of this age to have accidents from time to time. In the event that your child needs additional support through toilet training, classroom staff and Parent Educators will work with you and your child. Please send extra clothing (labeled with your child’s name) in their backpack each day.
Click Here, Bloomington Public Schools, 2024-25 Parent Handbook

Early Childhood Toilet Trained Policy
Click Here, Esko

GSL SR Preschool receives many questions about toilet-training requirements for children. Our official policy is stated in our Parent Handbook. For additional clarification, please read the FAQs below or contact us.
Click Here, Glencoe-Silver Lake

Robbinsdale
If a child needs to use the restroom during class, a trained staff person will accompany the child.
Children who are learning to use the toilet should be sent to school wearing a fresh disposable diaper or pull up. Cloth diapers are not permitted. If your child has frequent accidents during class, we ask that you send your child to school wearing a pull up as they continue to master this skill. Building confidence helps children feel more comfortable at school and often leads to success in independent toileting in a shorter time frame. Licensed parent educators are a great resource for families who are seeking information or support about independent toileting.
If a child soils their clothes or requires a diaper change during class, the school nurse or a trained staff person will assist the child. Please keep a change of clothing in your child’s backpack in case of accidents. The school also keeps a limited supply of extra clothes for children. Soiled clothing will be sent home in a plastic bag with a note attached. Children who are using diapers or pull-ups need to have extra diapers/pull-ups and wipes in their backpack every day.
If your child requires diaper changes or soils their clothing and you are uncomfortable with trained staff assisting your child, please contact the office to make a plan for how our program can best support your family’s needs.
Click Here, Early Learning Family Handbook

Districts with Policies: Require, Do Not Require, or Should Be

Do NOT Require

• Minnetonka does not require

REQUIRE

• Delano (Children age 33 months up to Kindergarten enrollment. Child must be completely toilet trained.) Click Here
• Hawley (Children must be toilet trained before starting classes.) Click Here
• Moose Lake (All children must be toilet trained), Click Here
• South St. Paul does require (Children must be fully toilet trained and independent in the bathroom in order to attend preschool), Click Here
• Spring Lake Park does require (Children are eligible if they are 3- or 4-years-old by September 1, 2024 and are toilet trained), Click Here
• West St. Paul-Mendota Heights-Eagan Area Schools (Children must be age 3 by September 1 and able to use the toilet independently to attend preschool.) Click Here

Should Be

• Bloomington (see above)
• Eden Prairie (Children should be toilet independent or must be actively toilet training before entering preschool, meaning they have…) Click Here
• South Washington County (Children attending preschool should be mostly bathroom independent, knowing when they need to use the bathroom, and are having few accidents. *Special circumstances are accommodated due to medical needs. Click Here

Transportation

Transportation

Drop-off and pick-up are usually significant issues. Be clear and concise about procedures and expectations.

If the district provides transportation, include procedures and expectations for this.

Examples

Examples

Early Childhood Development Program
Click Here, UC Berkley

Program Handbooks

Introduction

Introduction

Early Childhood Screening Handbook

Early Childhood Screening Handbook

Home Visitor's Handbook

Home Visitor's Handbook

Home Visitor's Handbook
Click Here, Early Head Start National Resource Center

Examples

Examples

Volunteer Handbooks

Introduction

Introduction

Examples

Examples