Staff Handbook

(At this time GTCC does not have regular staff. Even though we do not have staff, a staff handbook is required by the FCC Licensing Rule, so the program’s operation and specific individual responsibilities are clearly stated. Being a small family child care responsibilities would be the same for the provider and any future or long-term emergency staff providing direct unsupervised care of children.)

WELCOME

Growing Together Child Care (GTCC) is pleased to have you on staff. GTCC believes that a great caregiver gives love, laughs, engages, respects each child’s individuality, and provides a clean and safe environment. Each child’s social, physical, and emotional development, along with their safety, and happiness are our top priorities. As a team, GTCC is committed to each child’s care and early education. We hope that you will take pride in being a supporting member of the team. 

If you have questions or concerns about any of the material within this handbook, please ask for clarification.

GTCC reserves the right to add new policies and to change or cancel existing policies at any time. You will be notified of any changes to this handbook as they occur. 

CHILD AND FAMILY CONFIDENTIALITY

Child and family confidentiality is extremely important in establishing the trust and respect of the families GTCC serves. All employees must maintain confidentiality and insure that no disclosure is made to anyone outside GTCC. Such confidential information includes, but is not limited to, the following:

  • Employee data
  • Child Information
  • Family/Client information
  • Financial information
  • Pending projects and proposals

The disclosure of GTCC’s confidential, proprietary or other nonpublic information, whether intentional or unintentional, will be subject to disciplinary action (up to and including possible termination).

DAILY DUTIES

All staff members must:

  • Display a positive attitude towards all co-workers, families, and children.
  • Follow the policies in GTCC’s Program Handbook around:
    • management of childhood illness
    • Emergency Preparedness Plan, including fire drills
    • sign-in and sign-out procedures
    • Release of children to authorized individual (not parent/legal guardian)
    • Inclusionary practices for Children with disabilities
    • Safe sleep policy
    • Child guidance
    • Mandated reporting
    • Interpretation for English Language Learners
    • Expulsion and suspension prevention
  • Complete child assessments for portfolios
  • Complete program cleaning checklists
  • Prepare and/or serve food for snacks and provided meals
  • Take directions, suggestions, and follow through to improve performance.
  • Provide open and honest communication to the child’s parents/legal guardians about their child’s daily activities
  • Maintain a positive attitude of teamwork in areas relating to each child’s development
  • Read the current FCC Licensing Rule
  • Reporting licensing violations

REPORTING ABUSE AND NEGLECT (MANDATED REPORTING)

When an employee suspects that a child is being abused or neglected, they must follow the outlined procedure:

  1. Employee must report suspicions to the owner.
  2. Documentation is made of suspected abuse/neglect.
  3. If there is no question about the situation, it is reported to DHS.
  4. If there is any question about whether the abuse/neglect is reportable, the owner will consult their state licensing worker for advice about procedure to follow.
  5. Parents/guardians are notified immediately by the owner.
  6. GTCC will follow any of the mandated procedures by DHHS.

When an employee is suspected or accused of abuse/neglect of a child at our daycare, the plan of action is as follows:

  1. Documentation of the accusation is made.
  2. Employee is notified of the accusation and asked to give a written account of the situation in question. 
  3. Our DHHS licensing worker is notified of the situation. 
  4. The child care will follow the procedure outlined by DHHS for this type of situation.

DOCUMENTATION OF ACCIDENTS AND/OR INCIDENTS

Staff members should document: 

  • accidents and incidents that happen while a child is under GTCC care (on premises or fieldtrip) using our Accident/Incident Report. 
  • Document all aggressive behavior. 
  • Parents need to sign the report, and be given a copy. 
  • A signed copy of all reports must be given to the owner of GTCC to be placed in the child’s file. 

TRANSPORTATION

During the course of the year, we will bring the children on field trips. No employee is able to drive any of the children in any vehicle without the proper training certification unless it is an emergency. 

PARENT-TEACHER CONFERENCES

GTCC conducts parent-teacher conferences twice per year.  Staff is expected to attend as appropriate. If parent(s) request additional conferences, GTCC will do our best to make every effort to meet with the family. 

Contractual Material

AT-WILL EMPLOYMENT

Employment with GTCC is at-will, meaning that either you or GTCC may terminate the employment relationship at any time with or without a reason or notice. 

PERSONNEL FILES

GTCC maintains a permanent personnel file for each staff member. These files are confidential and staff members are prohibited from accessing the file of any other staff member. It is the employee’s responsibility to keep the management aware of any updating necessary which includes but is not limited to: phone number, address, name change, emergency contact, etc.

STAFF REQUIREMENTS

  • All staff members are required to have earned a high school diploma or GED. 
  • Each staff member must maintain their CPR/First Aid certifications.
  • Each staff member must register to become a member of Maine Roads to Quality Registry and continue to update their registry as appropriate. 
  • Prior to beginning working with the children in care, all staff members are required to read GTCC’s Staff and Parent Handbooks and submit the required signature form acknowledging their understanding of the covered policies. 
  • The owner will schedule an orientation meeting to complete required paperwork, review program policies, and review all emergency procedures.
  • Communication via text or e-mail should go through GTCC owner, and not between staff and parents directly. 

TRAININGS

To maintain our QRIS Star 4 every staff member is required to take 30 hours of outside training annually. GTCC will provide information about training opportunities. Every member is required to attend quarterly staff meetings, in which you will receive training hours. GTCC will pay $45 towards your membership to a recognized early childhood education professional organization, such as Family Child Care Association of Maine (FCCAM).

DRESS CODE

All staff members must be appropriately dressed in clean, respectable clothing when working with the children and/or families. Cut-off shorts, low-cut tops, miniskirts (above the knee), midriff tops, ripped jeans, or strapless tops are not appropriate or tolerated. Hospital style scrubs, leggings are acceptable. Any staff member not adhering to the dress code may be asked to leave and return dressed appropriately. Inappropriate, offensive, or distracting visible body art will not be permitted. If you choose to wear jewelry and it results in a child pulling it, causing injury to you, GTCC will not be held responsible. 

SOCIAL MEDIA

It is important that every staff member’s attention remains on the children at all times. You have been hired to provide active supervision of children. Active supervision requires focused attention and intentional observation of children at all times in the care of GTCC. Active supervision involves various components, such as positioning staff, scanning and counting, listening, anticipating behavior, engaging and redirecting, and planning the environment. It is never appropriate to make a personal phone call, text message or be on social media while in the presence of children. If you need to make a call for any reason, please ask the owner or supervising teacher before doing so. GTCC wishes that you keep outside communication with parents as minimal as possible. Employees are encouraged to not “friend or follow” parents or families on any social media sites, unless they had a previous friend or family connection.

COMPUTER POLICY 

Usage of GTCC’s computer/digital device (such as: tablet, cell phone) is to be for work purposes only. This includes but is not limited to lesson planning, training, research, article reading, and field trip planning. No personal use of social media will be tolerated, including but is not limited to Facebook, Twitter, Instagram, etc. Misuse of computer time will result in loss of computer privileges. Staff members may use personal computers/devices during their break times. 

OFF SITE CHILDCARE (BABYSITTING)

Off-site/outside work hours babysitting by an employee of GTCC is contracted between parents and the employee independently without liability or responsibility on the part of GTCC in any way. This includes the transportation of a child to or from GTCC that has been arranged and signed off on by both parents and the employee ahead of time. By signing this waiver it is agreed that both the employee, as well the parent/guardian understand confidentiality as explained in the employee and parent handbooks. No activity of the child while in care of GTCC should be discussed with anyone outside the child care for any reason.

SUPPLIES

All staff have access to all GTCC supplies to complete activities that meet GTCC’s curriculum/lessons. It is every employee’s responsibility to report to management when the supplies are running low, so they can be replenished before they are gone. If a staff member would like to do a special craft, project, game, etc. with the children, they may buy their own supplies and be reimbursed up to $20.00 GTCC for the supplies provided, with prior approval. 

HAND WASHING

The single most effective practice that prevents the spread of germs is good hand washing. Staff must wash their hands upon arrival, before and after touching any food, before and after changing any diaper and/or toilet time with toddlers, and after touching any bodily fluid.

DRUGS AND ALCOHOL

It is the intent and responsibility of GTCC to provide a safe and productive environment for the families, children, and staff. GTCC prohibits the use, possession, distribution, transportation, and sale of alcoholic beverages or controlled substances on its premises or while conducting agency business or representing the child care in the community in any way.

USE OF TOBACCO 

Smoking or the use of any tobacco products in any way are not allowed on the premises of the child care or on the property.

SCHEDULE/TIMING

Each staff member must arrive at least five (5) minutes before their scheduled shift. Please allow enough time to come in, take care of your coat, shoes, etc. before the start of your scheduled shift time.

SICK/ CALL OUT POLICY

As a small family child care that depends on our staff to meet ratios mandated by the State of Maine, for any reason you are unable to work, you must notify GTCC owner ASAP. Emails and text messages will NOT count as a call-out. A voice phone call is an absolute must. If you have a no-call, no-show disciplinary actions will take place. Staff/Child ratios are. All staff members are expected to be in regular attendance, in order to provide a consistent environment and routine. Excessive tardiness and/or absences will result in termination.

SEXUAL HARASSMENT 

Sexual harassment is a form of sex discrimination that violates Section 4572 of the Maine Human Rights Act, and will not be tolerated. It is unlawful for an employer to retaliate against an employee because the employee files a complaint of discriminations, or because an employee assists with the investigation. Sexual harassment is defined as unwelcome sexual advances requests for sexual favors and other verbal or physical conduct of a sexual nature when:

*Submission to such conduct is made explicitly or implicitly a term or a condition of an individual’s employment. 

*An employment decision is based on an individual’s submission to or rejections of such conduct.

*Such conduct has the purpose or effect of interfering with an individual’s work performance or creates an intimidating, hostile, or offensive working environment. 

EMPLOYMENT

FULL-TIME

Full-time employees are considered any person who works 30 hours or more per week.

VACATIONS

After 45 days of employment, all full-time employees receive two (2) weeks of paid vacation. One (1) week pre-determined by management, the second of the employee’s choice, with at least two (2) months’ notice to the owner.

HOLIDAYS

After 45 days of employment, full-time staff will receive all holidays (business name) is closed for as paid time off. Paid holidays include: (specific dates may vary annually)

  • Patriot’s Day
  • Columbus Day
  • Veteran’s Day
  • Thanksgiving & Day after Thanksgiving
  • Christmas Eve & Christmas Day
  • New Year’s Day
  • Martin Luther King Jr. Day
  • President’s Day
  • Memorial Day
  • Fourth of July
  • Labor Day

PERSONAL DAYS

All full-time employees receive 32 hours of paid personal time. Personal time can be/is also used as sick time. Unless used for sickness, staff members must give a two (2) week notice before accessing personal days/hours, and must use a minimum of 3 hours when accessed.

PAY

Pay is directly related to qualifications met, experience, and education of the employee. Pay is every Friday.

PART-TIME

Part time employees are considered any person who works 29 hours or less per week.

HOLIDAYS

After 6 months of employment, part-time staff will receive all holidays GTCC is closed for as paid time off.

VACATIONS

Part-time employees do not get paid vacations.

PERSONAL DAYS

After 6 months of employment, all part-time employees receive 16 hours of paid personal time. Personal time can be/is also used as sick time. Unless used for sickness, staff members must give a two (2) week notice before accessing personal days/hours, and must use a minimum of 3 hours when accessed.

EOE/AFFIRMINATION ACTION /ADA

It is the policy of GTCC that no person shall, on the grounds of race, religion, sex, age, national origin or ancestry, or physical or mental handicap, or sexual orientation be discriminated against in any term, condition or privilege of employment. GTCC will recruit, select, train, promote, transfer, compensate in terms of wages and benefits and leave requests, discipline and discharge employees in non-discriminatory manner.

GTCC complies with the letter and spirit of the Americans with Disabilities Act. This requires an obligation to provide reasonable accommodation to all aspects of employment unless the accommodation is any modification or adjustment to a job, an employment practice, or work environment that makes it possible for a qualified individual with a disability to participate and enjoy an equal employment opportunity.

EVALUATIONS AND REVIEWS

All newly hired staff will have a 30 day and 6 month review, performed by GTCC owner, which are designed to talk about training, development and overall job performance. Staff members will be required to complete a self-evaluation prior to meeting with the management. Parent surveys will be passed out annually and will also be included in the evaluation.

*GTCC reserves the right to revise its policies, practices, and standards. Staff members will be notified on updates as they occur.