Daycare Employee Handbook Template

Running a daycare or childcare center means managing some of the most important responsibilities any business can have: the safety and wellbeing of children. A daycare employee handbook helps ensure every staff member understands their critical responsibilities, from supervision requirements to mandatory reporting obligations.

This guide covers everything you need to include in a childcare-specific handbook, plus a free template to get you started.

Why daycares need a specialized handbook

Generic employee handbooks don't address the unique requirements of childcare. Daycare centers face regulations and responsibilities that standard templates simply don't cover:

• Child safety regulations — State licensing requirements, supervision standards, safe sleep practices
• Staff-to-child ratios — Age-specific ratios that must be maintained at all times
• Background check requirements — FBI fingerprinting, child abuse clearances, ongoing monitoring
• Mandatory reporting — Legal obligation to report suspected abuse or neglect
• Health protocols — Illness policies, medication administration, sanitation requirements
• Parent communication — Custody issues, pickup authorization, incident reporting

A daycare-specific handbook addresses all of these while helping you meet state licensing requirements and protect the children in your care.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with daycare-specific policies.

This is our general template. Add the daycare-specific sections outlined below to make it complete for your childcare center. Need help? See our step-by-step handbook guide.

Key sections for daycare handbooks

Beyond standard handbook content, daycare centers need these specialized sections:

Child safety policies to include

Child safety is the foundation of everything in childcare. Your handbook must thoroughly document:

Supervision requirements

• Children must be within sight and sound of a caregiver at all times
• Headcount procedures and frequency (transitions, outdoor play, naptime)
• Bathroom supervision protocols by age group
• One-on-one interaction policies (open door, visible areas)

Safe sleep practices (infants)

• Back to sleep positioning
• Approved sleep surfaces and equipment
• No blankets, pillows, or soft items in cribs
• Sleep check frequency and documentation
• Parent communication about safe sleep at home

Outdoor safety

• Playground inspection procedures (daily checks)
• Weather guidelines (heat, cold, air quality)
• Sunscreen and insect repellent policies (with parent permission)
• Gate and fence security

Mandatory reporting policies

Childcare workers are mandatory reporters in all 50 states. Your handbook must clearly explain:

Signs of abuse or neglect

• Physical signs: unexplained injuries, patterns of bruising, burns
• Behavioral signs: sudden changes, fear of certain people, regression
• Signs of neglect: consistent hunger, poor hygiene, inappropriate clothing
• Disclosure: what to do if a child tells you about abuse

Reporting procedures

• Who to contact (state child protective services hotline)
• What information to provide
• Timeline requirements (usually immediate)
• Documentation requirements
• Confidentiality — do not investigate or confront the alleged abuser

Staff protection

• Good faith reporting is protected by law
• Failure to report is a crime in most states
• The reporter's identity is kept confidential
• Company policy: support for staff who make reports

Staff-to-child ratio policies

Maintaining proper ratios is both a licensing requirement and essential for child safety:

Ratio requirements by age

Include your state's specific requirements. Common ratios include:

• Infants (0-12 months): 1:3 or 1:4
• Toddlers (12-24 months): 1:4 or 1:5
• Two-year-olds: 1:6
• Three-year-olds: 1:8 or 1:10
• Four and five-year-olds: 1:10 or 1:12

Maintaining ratios

• How to count children (present, not enrolled)
• Procedures during transitions (arrival, departure, playground)
• What to do when ratios are at risk (call for backup, delay activities)
• Mixed-age group calculations

Documentation

• Attendance tracking requirements
• Staff assignment records
• How to document ratio compliance for licensing inspections

Template vs. digital handbook

Daycare staff need quick access to emergency procedures and policies. Consider whether a digital solution better serves your center:

Frequently asked questions

What should be in a daycare employee handbook?

A daycare handbook should include child safety policies, staff-to-child ratio requirements, background check procedures, health and sanitation protocols, emergency procedures, parent communication policies, discipline guidelines, and mandatory reporting requirements. Plus all standard employment policies like anti-discrimination and leave policies.

What certifications do daycare employees need?

Requirements vary by state but typically include CPR and First Aid certification, background checks (FBI fingerprinting in many states), and early childhood education credentials. Many states require 15-20+ hours of ongoing training annually. Check your state's licensing requirements and document them in your handbook.

Are daycare centers required to have an employee handbook?

While not always explicitly required, most state licensing agencies expect documented policies and procedures. Having a comprehensive handbook helps you pass licensing inspections, demonstrates due diligence, and protects your center in liability situations.

How should I handle parent complaints in the handbook?

Include a clear grievance procedure: who to contact first, escalation path, response timelines, and documentation requirements. Also address social media policies — staff should never discuss children or families online, even positively, without explicit written consent.

How do I get staff to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. For daycare, require re-acknowledgment when major policies change. Keep these records for licensing inspections.