Help With Wording Policy--End Of Care Around Vacations

[nothingwithoutjoy]

I am re-thinking (again) my policy regarding parents giving notice. Parents are expected to give me (at least) 2 weeks' notice if their child is leaving. They are also expected to pay for my 3 weeks of vacation. I have a perpetual problem that I've tried to solve several ways. The current way is too complicated, so I'm trying to clarify and redo.

The problem is this--
I really like to take 1 week vacation at the end of August, as a mental reset from one "school year" to the next. I start back up the day after Labor Day, when most kids are starting school. Inevitably, I'll have a parent (or several), three weeks before that vacation, give me two weeks' notice--essentially getting out of paying for the vacation I've been earning all year. That means I end up taking an unpaid vacation, when I was clear all along they'd be paying for three weeks.

I currently have a convoluted system of pre-payment to solve that problem, but it's a pain to explain and enforce.

I'd like the new system to be pay the same every week regardless of vacations. And no--you don't get to withdraw right before vacation and get out of paying for it.

But I can't think of a clear and polite way of wording that. Suggestions?

Thank you!

[Ariana]

Maybe have a clause that if two week notice is filed right before vacation the vacation payment is still due.

"In order to terminate the contract a two week notice is required. If termination falls near the caregivers allotted vacation period payment for the vacation period is still due"

Something to that effect.

[Blackcat31]

My withdrawal procedures simply state that notices cannot include providers vacation.

So if parents give notice right before my vacation time the notice period consists of two weeks AFTER my vacation or in some cases a week before and a week after.

Hopefully that makes sense..

[Cat Herder]

"Parents are expected to give a minimum of 2 weeks written notice (14 business days) of termination of contract."

The simpler it is worded the easier to enforce.

[nothingwithoutjoy]

"Parents are expected to give a minimum of 2 weeks written notice (14 business days) of termination of contract."

The simpler it is worded the easier to enforce.

Yes--I agree about simpler is better. My policy is worded something like your example. Unfortunately, it doesn't stop them from giving notice 2 weeks before my vacation, and therefore not paying for the vacation I've been working all year to earn. Saying no to that is something I can't figure out how to word simply. :-(

[nothingwithoutjoy]

My withdrawal procedures simply state that notices cannot include providers vacation.

So if parents give notice right before my vacation time the notice period consists of two weeks AFTER my vacation or in some cases a week before and a week after.

Hopefully that makes sense..

That does make sense. How do you define "right before?" What if they leave a day or a few days' buffer to get around it?

[nothingwithoutjoy]

Maybe have a clause that if two week notice is filed right before vacation the vacation payment is still due.

"In order to terminate the contract a two week notice is required. If termination falls near the caregivers allotted vacation period payment for the vacation period is still due"

Something to that effect.

Thank you, that's helpful. How would you define "near?"

[Cat Herder]

Yes--I agree about simpler is better. My policy is worded something like your example. Unfortunately, it doesn't stop them from giving notice 2 weeks before my vacation, and therefore not paying for the vacation I've been working all year to earn. Saying no to that is something I can't figure out how to word simply. :-(

I don't see how you can enforce that other than working those fees into the remainder of the year or having it prepaid. I do not see small claims court supporting that at all and they are our only recourse. It seems like something you'd have to worry about each and every year.

[Josiegirl]

I don't see how you can enforce that other than working those fees into the remainder of the year or having it prepaid. I do not see small claims court supporting that at all and they are our only recourse. It seems like something you'd have to worry about each and every year.

That's what I was thinking too. It's sad there are those dcps who'd pull right before your vacation to get out of paying. But it happens. I guess quality care means nothing to some parents. In fact, I saw a provider at the store yesterday, asked me if I had a spot for a baby. Turns out the provider took last week off, dcm terminated care before the vacation but then called back to see if she still had a spot. The provider had already filled it. Anything to get out of paying any extra. Do *I* have a spot? Oh he!! no.

[EntropyControlSpecialist]

This is the reason I take my "summer vacation" the very first week of May as of two years ago.
Most of mine are 2 day children, but withdrawing before my summer vacation was still occurring even then. Since I now take my vacation before the traditional school year ends I have yet to have anyone exit directly before it. Something to consider.

[Ariana]

Thank you, that's helpful. How would you define "near?"

1 week before? The same month? That would be up to you really.

[Ariana]

The better option would be to not tell them when your vacation is!

[Blackcat31]

That does make sense. How do you define "right before?" What if they leave a day or a few days' buffer to get around it?

I only accept notices on Fridays. I like to keep the two weeks nice and tidy and not have days bleed into other weeks and since I charge by the week, it works well.

Lets say there are 4 nice, neat M-F weeks in the next month and I am planning on taking a vacation on week 2. Family submits withdrawal notice the Friday before the month begins.

Their deposit (covering final two weeks of care) will cover Week 1 and Week 2 (my vacation week) but since withdrawal notices can not include provider vacations they will owe an additional week's payment which is required to be submitted WITH the written withdrawal notice.

If they don't submit the payment WITH the withdrawal notice then I won't accept the notice as "proper" and in some cases would not be willing to provide care.

So that is really my only "enforcement"....other than that, they can just up and leave and I'd still have their deposit so it wouldn't be a complete loss.

Hopefully that helps.

[nothingwithoutjoy]

Thank you, everyone, for helping me to think this through. It's a tricky one!

[Ariana]

I only accept notices on Fridays. I like to keep the two weeks nice and tidy and not have days bleed into other weeks and since I charge by the week, it works well.

Lets say there are 4 nice, neat M-F weeks in the next month and I am planning on taking a vacation on week 2. Family submits withdrawal notice the Friday before the month begins.

Their deposit (covering final two weeks of care) will cover Week 1 and Week 2 (my vacation week) but since withdrawal notices can not include provider vacations they will owe an additional week's payment which is required to be submitted WITH the written withdrawal notice.

If they don't submit the payment WITH the withdrawal notice then I won't accept the notice as "proper" and in some cases would not be willing to provide care.

So that is really my only "enforcement"....other than that, they can just up and leave and I'd still have their deposit so it wouldn't be a complete loss.

Hopefully that helps.

I think having this type of clause (bolded), similar to what I suggested, will work just fine! Just make sure to bold it and underline it in your handbook