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Post by manjay on May 13, 2007 18:25:43 GMT
Hi Ladies,
Would love your advice on when you give parents full copies of your policies. It would appear from reading some of the threads and some of the samples I have that some of you include the minimum policies in your prospectus and then give a full copy of all policies when contracts are signed. Is this the case or do you just discuss policies at the initial meeting and leave them out of the prospectus, and again give them all policies at signing of contracts?
I have that many different policies and procedures I am getting myself all confused about what to include in my Portfolio.
Amanda xx
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Post by janet on May 13, 2007 19:44:25 GMT
hi amanda i have all polocies in my portfolio which i show to parents, i also have all the policies in the prospectus along with what we do, meals, etc. i hand this to parents even if they want to go away to think about it, i have got work due to them reading this when they have gone home and rang me the next day for me to have there children. i have found that sometimes on the first meeting i miss out alot about my setting due to playing with the child so at least they can look at it later. i have it all on the computor so its just a case of printing off more xx also one of my parents commented on how proffesional it was
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Post by banana on May 13, 2007 20:05:34 GMT
Hi Amanda. im the same as Janet. All policies are in my portfolio and in the prospectus that i give to parents, i also just print off a prospectus as i need it. Parents like having all the info to take away as lets face it - the amount of info they would have to read while trying to talk to us at the same time, initial meetings could go on for days!!
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Post by jen on May 13, 2007 20:41:04 GMT
So do you both give every parent a copy of all of your policies and procedures on the initial meeting to take away with them even if they haven't signed a contract?
I was also wondering about this.
I just wondered if anyone has ever had a visit for a prospective parent and found out they were actually someone just wanting a copy of your policies and procedures to copy for themselves.
It may sound harsh but it has taken me hours to put everything together and don't want to just give them out to 'anyone' if you know what i mean.
Jen
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Post by deeb66 on May 13, 2007 21:21:54 GMT
Hi
I do things a little different.
When a parent first contacts me - before I meet them I send them my information document.
This document tells them a little about me, my background, how long I have been minding and general details about my family. It then gives a very rough and compact outline of the services that I offer which includes fees, charges for absence, food, spare clothes, terms of payment etc. It also gives an outline of some of the most important policies and procedures such as sickness exclusion policy, equal opps, confidentiality, behaviour and complaints policies.
I advise the parents to read this document and contact me again if they are interested in coming to see me. When they come and see me I give them a full list of policies and procedures that I have in place and try to answer any questions they may have.
I do not give them the actual policies and procedures in full until they sign a contract. Yes they do get relevant snippets in the original information document that I send out but I think that is the risk that I have to take!
Dee
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Post by Pauline on May 14, 2007 8:15:48 GMT
I'm like Dee I don't give out copies of policies or procedures until they have signed the contract. Jen you are right, there are a minority of people who copy policies, I've even heard of them turning up on eBay and being sold! So it is a good idea to protect your hard work. But like I say it is a minority, I doubt it happens very often. I give the parents copies of my policies/procedures and letters/cards/references from other parents to read while I make them a drink - if both mum and dad come together then they have one each and can swap when read. It gives them something to do and avoids that awkward time while you are in the kitchen and they are sitting waiting. Once the coffee is made I then get down and have a play with the children, show them my toys ask what they like to do etc. just so that the parents can see how you interact, at the same time chatting with the parents and answering any questions. They then take away a copy of my fees and conditions an introduction letter about me and my setting, explanation about how contracts work, about permission forms and child information forms etc. If they then want to sign up they get a full copy of policies and procedures and the relevant forms to sign. I have a full set ready printed in case they want to sign up there and then. Hope that helps.
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Post by manjay on May 14, 2007 8:17:29 GMT
I think I am being a bit dim, but what do you class as a portfolio and what do you class as a prospectus.
Dee- I was thinking about doing what you do. I have made up a folded leaflet which gives basic details and was going to give this on a first enquiry but I am not sure if this gives enough information. When you say information document what sort of size is it? I have been trying to work out how I get parents to sign for copies of the "required" policies if they haven't had them beforehand to read through!
Sorry for all the questions. I just know I can get better advice on here than anywhere else
Amanda xx
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Post by deeb66 on May 14, 2007 9:20:21 GMT
Hi Amanda
My information document is 14 pages (A4) long. 2 of which is about me, my background and my family. The other 12 is about my setting - I know that this sounds very long but I like to give them as much informatin as I can before they come to see me.
The idea behind this is that this document would cover a majority of what the parents would need to know - I find that this saves time as they would be able to get a general feel as to whether or not my setting would be suitable and doesn't waste mine or their time if there is something they do not like and would rather not place a child with me. What it also allows them to do is be able to digest everything beforehand and come along with questions that they might have which didn't get answered within the document.
I allow them to go away, discuss and think about it and ring me back with a decision - this also allows me time to consider if their child will fit in with my setting and if I feel that I would be able to 'work' with the parents.
If they call me back I invite them to come again to sign contracts. I then give them a file with all the polices in and all the consent forms - at this stage I allow them to take them home read them and sign everything and return to me before the start date listed on the contract.
I hope this all makes sense.
Dee
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Post by janet on May 14, 2007 13:45:32 GMT
hiya my portfolio has all my certificates, my insurance , fire procedure report, leaflets on places we go, policies, pages about me and my family, the prospectus just has about me and my setting and policies. i do hand this out to every parent i suppose i have been luckly because every parent that has been to see me have come back wanting me to have there children. xx
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Post by angeldelight on May 14, 2007 13:50:40 GMT
I do the same as Dee and Pauline
I have heard of people selling them on ebay too but they are few and far between If someone wants to steal mine though I will take it as a compliment that they are that good haha
I think Janet's point about how they are both different is a good one
We are all different sometimes I change things in my own setting , as you get to know what people are like you change your own views too and learn by them so I am sure you will also find out what works for you as time goes by
Angel xx
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Post by manjay on May 14, 2007 17:05:53 GMT
Thanks so much for all your help girls.
I am nearly there with all my paperwork now. Just my portfolio/prospectus to sort. The requirement in my area is to include all this information with my application form so I can't even put that in until I have prepared it all. Not the easiest task when you only get short slots to work when the baby is asleep!!!
Thanks again
Amanda xx
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Post by tasha on May 15, 2007 15:54:30 GMT
Hi,
My portfolio has all my policies, certifiates references and info about my setting. I show it to parents when they come to see me. I give them an infomation leaflet to take away with them at this point.
ONLY when a contract is signed do I give copies of all my policies.
Hope this helps
Tasha
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