Childcare Guidebook

Feel free to print this guidebook, provided you make no changes and credit is given to COPE, Inc. A printed version is available free of charge to our clients. Just contact your EAP Counselor at 202-628-5100. Others wishing to receive a printed copy can contact COPE, Inc. at 1-800-247-3054, and one will be mailed to you for the price of $12.95 to cover printing and administrative costs.

The Child Care Guidebook was written by Michele Ginnerty, M.S., Marta McKinnon, M.Ed., & Nancie Bowes Kenney, M.S.W.

© Copyright 1994, All Rights Reserved

About this Guide

Choosing child care can be a stressful and time consuming task for parents. Knowing where to look, what types of care are available and how to make the best choices is challenging. Even though this search can be hard work, your efforts will be well worth it. Quality care will provide a secure environment for your child's mental and emotional growth.

What might be an ideal child care arrangement for one family isn't necessarily going to work for another family. Your goal should be to find the best arrangement given your resources, your needs, your child's needs and the options available in your community. This booklet is intended to make your search easier. Each section is devoted to a component of the decision making process. First, read through this guide, and then share it with your spouse or partner. Begin working together to set your priorities. Does the care provider need to be nearer to your home, your place of work, or your husband's? What can you afford to pay?

More detailed, county by county information is available through your EAP counselor. Services are confidential and free to our client company employees. COPE, Inc., is a member of the D. C. Council of Governments' Work and Family Coalition.

Beginning The Process

This guide is divided into the following 10 sections:

1. Thinking It Through
a. Your Needs
b. Your Child's Needs

2. Child Care Options

3. Making Your Choice

4. Parent - Provider Teamwork

5. Financial Considerations

6. Tax Information

7. Child Care Resources

8. Questions for Child Care Providers

9. Additional Parent Resources

10. Bibliography

1. Thinking It Through

a. Your Needs

For many parents, the decision to place their child in care with someone else can be difficult. Parents want to do what is best for their child, but sometimes their own fears and anxieties make the choice difficult. Many parents feel guilty about not "being there" for their child. This guilt is especially common for those whose own growing-up experience included having a parent stay at home with them.

Because our economy and work force have changed, the majority of parents today can't afford to stop working. Even those who can afford to interrupt their careers for family care often feel torn about leaving the work force. Work gives many people an important outlet for personal expression and growth. We define ourselves largely by our job titles, and even though being a parent is a full-time, demanding job, we don't think of it in the same way. The result of these conflicting demands and desires is that we try to be good parents and successful in our work, but end up feeling we haven't really accomplished either.

One way to alleviate the guilt and worry is to view good child care as a healthy compromise. If you know your child is enjoying his or her child care experience, then you can feel positive about the efforts you made to secure the arrangement. In other words, you've found a solution that works well for you and your child is benefiting from it too. It's a win-win situation.

Here are some typical concerns parents have about child care. Identify which ones worry you, too.

• Do you sometimes feel torn between the demands of your job and your role as a parent? If so, in what ways? Have you ever worried about a caregiver "taking your place" with your child?
• When you were a child, did both of your parents work outside the home?
• If your parent stayed home with you, do you owe it to your child to do the same? For how long?
• Do family or friends make negative comments about your child care arrangements? How does it make you feel?
• Do you lose sleep or have trouble concentrating at work due to worry about child care arrangements?
• Have you put off making decisions about child care because you are confused about your options?
• Is the cost of child care a major concern for you?
• Does your child have special needs you must provide for?
• Talk with other parents who have gone through this period of doubt; many of your worries may prove unfounded. Share your concerns with your spouse, partner, or friends. Talk to your Employee Assistance Counselor.

b. Your Child's Needs

Children of all ages need affection and attention, opportunities for physical and mental growth, and a healthy and safe environment. However, children's needs will vary based on their age and developmental stage. The following are some general guidelines for different age groups. Since you know your child's personality and preferences the best, develop some questions of your own.

Baby's Needs (0 - 18 months)

• Nurturing and love
• Adequate individual attention from a familiar and consistent caregiver
• Routines that can be adapted to your baby's needs
• Opportunity for exploration and learning (activities so that babies aren't left alone in cribs for long periods of time)
• Clean environment (i.e. diapering and eating areas are separate)
• Safe environment, including "baby safe" toys

Ask:

• How would you manage a child who cried continuously?
• At what age do you think discipline should begin?
• What kind of discipline would you use with children the age of my child?

Young Children's Needs (18 months - 5 years)

• Adequate adult guidance
• Activities to stimulate creativity and build self-esteem
• Routines which build a sense of security
• Playtime with other children
• Safe, clean, pleasant environment indoors and outdoors

Ask:

• What kinds of meals do you provide?
• What activities do you provide for children this age?
• How do you handle toilet training?
• What do you do if a child is angry and behaving aggressively?

Older children (school children ages 5 - 11)

• Age appropriate learning opportunities during vacations and after school
• Other children of the same age
• Adequate adult leadership and oversight
• Space enough for active sports and games

Ask:

• Who will direct the program? Who are the other caregivers?
• What activities are planned?
• How do children travel between school and child care?
• Do you offer care during school holidays?
• How could you help if my child is having trouble with homework?
• What would you do if my child was ill or injured?

2. Child Care Options

There are a number of different types of child care available. Each type will have advantages and disadvantages. Read through the following descriptions and consider which types of care best suit your situation and your child.

In-Home Care

In-home care for your child involves a caregiver either coming to your home to care for your child, or actually living in your home in order to do so. Live-in caregivers are often called au-pairs or nannies. If you choose in-home care, your child will have the security that comes from being in a familiar setting. This arrangement can be especially good for very young children. You won't have to worry about pick up and drop off schedules as you would with care outside of the home, unless of course the caregiver requires transportation.

Many parents have enough trouble communicating with their child's caregiver without an actual language barrier. When the child care provider speaks English poorly or not at all, the problem is compounded. You and your child care provider need a basic understanding about each other's expectations. Clear communication of day-to-day tasks, household rules and emergency procedures is vital.

Finding someone you can trust to come into your home, someone who is like a family member, isn't always easy. Also, in-home care will be more expensive. Good caregivers are in high demand and you will have to pay competitive wages if you want to hold on to them.

Also keep in mind that there are tax and employer obligations to comply with if you hire in-home care. (See Section 6 of this guide for more information.)

Family Day Care

Family day care is the most common type of child care available. Family Day Care is an arrangement where the substitute caregiver watches one or more children in his or her home; its like going to the baby-sitter instead of the baby-sitter coming to you. Often the caregiver is also a parent. The homelike setting is a benefit. It allows your child a chance to interact with other children. Family day care usually offers flexible hours and is cost effective for one or two children. This arrangement is especially good for infants, toddlers, and children with special needs.

Not all family day care providers are licensed by the county or state. Those which are licensed must meet required guidelines including a limit to the number of children in their care at any given time. Drawbacks to consider include the possibility that the caregiver will give priority to his or her own child. Also, you will face a crisis if the provider gets sick or quits suddenly.

Day Care Centers

Day care centers usually handle a larger number of children. They may be nonprofit or for profit, and may be located in a church, office, shopping center, or converted home. A day care center is staffed by teachers and their helpers. Centers offer planned educational and playtime activities. Day care centers are licensed by the state and must meet minimal safety, health, and staffing requirements. (See page 17 for the Child Care agency in your area to obtain a current listing of licensing requirements).

A day care center offers your child the chance to join in activities planned for a group of children his or her age. Not all children's social skills develop at the same rate, but for those who are ready to make friends this can be a positive experience. There are group day care programs for infants, toddlers, preschoolers, and school children, but few offer infant care.

The drawbacks to day care centers may include: not enough individual attention, an unwillingness on the part of the center to accept sick children, or children who aren't toilet trained. Providers who work in shifts, and the more institutional environment may not suit all children.

Nursery Schools

Nursery Schools typically offer group programs to children from 2 1/2 to 4 years old. Most programs are open three to four hours a day and usually follow the public school calendar, so that there is no care on holidays or in the summer. Nursery schools are also licensed by the state.

School-Age Child Care Programs

These programs provide care and activities for school-age children before and after the regular school day. In many cases, these programs are available during school holidays and summer vacations. School-age programs are offered by school systems, community groups, social service agencies, day care centers, or by youth organizations like the YWCA/YMCA and many boy's and girl's clubs.

3. Making Your Choice

Step 1: Decide on the type of care and location that seems best suited to your needs.

Step 2: Contact the Child Care Resource & Referral Agency in that area. (Refer to the Child Care Resources and Additional Parent Resources listed in this guidebook.)

Step 3: Begin calling the listed providers to determine who has an opening, fits your budget, and is a person or at the end of this guidebook.

Step 4: After narrowing your selection through telephone screening, follow up with a visit to the centers or providers you are most interested in. Again, review the questions on your list and take time to observe the interaction between the provider(s) and children. Arrange for a second visit and bring your child along.

Step 5: Discuss your final decision with people you trust.

Step 6: After you have decided, arrange for a meeting with the caregiver to complete your child's enrollment.

4. Parent - Provider Teamwork

As a parent, it will benefit both you and your child if you view the day care experience as teamwork. You and the provider you choose will work together to achieve a positive learning and growing experience for your child. Communication is crucial in teamwork. Be open and clear about your feelings, concerns and desires. Remember that being open includes expressing your positive feelings too. Providers need to hear about what pleases you, just as parents need positive feedback. Keep the following in mind when developing a spirit of teamwork:

• Show respect for the provider's role, but do not hesitate to ask questions.
• Voice your concerns early and in a constructive way. Go directly to the responsible person, not a helper.
• Be responsible. Pick up your child on time, pay fees promptly, etc.
• Keep the provider well-informed. Advise the caregiver of changed phone numbers, important medical developments, the names of persons allowed to pick up your child, etc.
• Learn the provider's rules. Are children allowed to bring their own toys to day care? Are parents required to label all personal possessions and clothing with children's names and date of birth? What physical symptoms of illness indicate a child can not be admitted to the center?
• Have an agreement, preferably in writing. Most day care centers have a written policy manual for parents. Both parents and caregivers need a clear understanding of their respective responsibilities. If your provider does not have anything in writing, consider drafting an agreement yourself. Points to cover include: fees and payment schedules, agreement about who can pick up your child, what to do about sick children, and who to call in emergencies, etc.

5. Financial Considerations

The cost of child care varies, depending on the type of care you choose and the location. In general, costs for infant care are higher than for older children.

Family Day Care: Average rates range from $60 - $120 per week for full-time licensed care.

Day Care Centers: Average rates range from $175 - $300 per week.

Nannies: Salaries range from $175 - $350 a week, not including additional costs for social security and other taxes.

Baby-Sitters: Standard rates for a defined schedule are typically $7 per hour.

Before & After School Programs: In-home care averages $70 - $90 per month. Child care centers average $80 - $100 per month.

When determining your budget for child care, consider not only the rate but associated costs for transportation, food, and supplies. If you think you may qualify for some form of financial assistance, discuss this with the Child Care Center or your local Child Care Resource & Referral Agency (see resources in this guidebook). Also, include any possible tax credits in your budget.

6. Tax Information

If you employ a child care provider, such as a nanny, you must comply with employer tax obligations. These include:

• Social Security and Medicare (FICA)
• Federal Unemployment Tax (FUTA)
• State Unemployment Tax
• Worker's Compensation
• I-9 Documentation

Call The IRS 1-800-829-3676: Ask for publication 926, "Employment Taxes for Household Workers". Also ask for forms SS-4, SS-5, W-2, W-3, W-5, 940, 940 EZ and 942.

Call INS 1-800-755-0777: The Immigration and Naturalization Service (INS) has information on I-9 documentation, call at (202) 307-1501 or 1-800-755-0777 to request an I-9 form.

For information on State Unemployment Taxes:

Maryland: 1-800-492-5524
Combined Registration Application, #101

Virginia: (804) 786-7159
To Determine Liability for State Unemployment Tax, Form VEC-FC-27

For information on State Worker's Compensation:

District of Columbia: (202) 576-6265
DC Workers Compensation Office

Maryland: 1-800-492-5524

Virginia: 804-367-8600
Virginia Worker's Compensation Commission

Government Subsidies for Child Care Costs

The largest amount of Federal support for child care is through the Child Care Tax Credit. Tax paying parents who use child care services because they are working, looking for work or attending school can receive this support. The amount of eligible credit varies depending on cost of child care and the income of the taxpayer. The tax credit is not a refund to individuals but only a credit against taxes.

Child care expenses that might qualify for the tax credit include care at a child care center, in an after school program, at a family day care home, by an in-home caregiver or by a housekeeper who also cares for the children. For more information call 1-800-829-1040 and ask for a free Internal Revenue Service booklet, Publication 503, Child and Dependent Care Credit.

Earned Income Credit

The EIC is a tax credit for families that work (full-time, part-time or part of the year) and have children. The EIC is a "refundable" credit (unlike the Child Care Credit), which means that eligible families can benefit from the credit even if they don't owe federal income tax. Eligible families that don't owe income tax receive a check from the IRS. If a family does owe income tax, the EIC reduces the amount of taxes owed.

To receive the EIC, eligible families must file a federal income tax return and attach a form called Schedule EIC. Families can obtain free help from IRS operators during regular weekday business hours by calling 1-800-829-1040. Families that were eligible in 1993 had income levels less than $22,370 in 1992 and at least one child living at home for more than half the year. The credit is available both to married and single parents.

Other Government Benefits

Federal and State Programs provide child care services for low income parents. Preschool education programs are provided through Head Start. Low-income children with disabilities are eligible for SSI benefits. More disabled children are now eligible due to a recent Supreme Court decision that has broadened the disability criteria. Call the Basilon Center for Mental Health Law at (202) 467-5730 for information.

7. Child Care Resources

Virginia

Maryland

District of Columbia

Questions for Child Care Providers

Professional, qualified providers will welcome parent's questions about the care they provide. Visit and observe several child care settings before making your choice.

About The Center

• Is the provider licensed? For what ages? For how many children? Is the license displayed? Is it current?
• Is there an opening in your child's age group? If not, when might an opening be available? Is there a waiting list?
• What is the fee? What does the fee cover? What does the fee not include? Will you have to pay for days when your child is on vacation or out sick?
• Is there any financial assistance offered for child care? What do you need to do to apply?
• What are the center's hours? Are drop-off/pick-up times flexible? Is there any charge if you are late picking up your child?
• What is the center's yearly schedule? Are there holidays or other times when the center is closed?
• What is the policy if your child is sick? Is the program set up to care for sick children? What happens if your child gets sick during the day? Will you need a doctor's note to return your child to the program?
• Are drop-in, unscheduled visits welcome? May parents contact staff references or other families who use the center?

About The Caregivers

• Who will care for my child? What are their qualifications? Has the day care center done careful background checks on prospective employees?
• Who directs the curriculum of the center? How closely are the staff supervised? How are they trained?
• Do you feel comfortable with the caregiver's beliefs on how children should be:
  fed?
  taught to care for themselves?
  disciplined?
  played with?
  talked to?
  comforted?
• Does the caregiver seem to enjoy children of your child's age?
• Are you comfortable talking with her/him? How do you feel about this person?

About The Facility/Program

• Is the center/home in a safe neighborhood? Is it smoke-free?
• Is there enough room for all the children to play indoors and outdoors?
• How clean are the kitchen and bathroom areas?
• Is there a good assortment of quality play materials?
• Are the planned activities ones your child will enjoy?

Additional Parent Resources

National Association for the Education of Young Children:
202-232-8777

National Association for Family Day Care:
1-800-359-3817

U.S. Information Agency's Office of Exchange Visitor Program Services:
202-401-9810
(provides list of authorized au-pair agencies in the U.S.)

National Council of Nanny Schools:
517-686-9417

Bibliography

The Complete Guide To Choosing Child Care, Judith Berezin, Random House, 1990.

The Metropolitan Washington Mother's at Work Book, L. Kim Smith and N. Susan Satterfield, 1989. At bookstores locally.

Metropolitan Washington Preschool and Day Care Guidebook, Merry Cavanaugh, 2000. At local libraries.

Au-Pair American Style, Cindy F. Miller, National Press Books, 1986. Call 301-657-1616.

Washington Parent (by Parent connection 301-320-2321)

The following are links to child care resources.
Please remember, though COPE is providing these links as a convenience to you, we are not responsible for their content nor does this listing serve as an endorsement of the sites.

• Global CareGuide, Inc.; Providing child care and elder care information, including a free "CareGuide Assistant" to assist in matching the needs of those looking for care with care providers
• Listing of Child Care Links from the U.S. Department of Labor's Women's Bureau
• ParenthoodWeb; articles, resources, and information on pregnancy, parenthood, childcare and other parenting issues

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