Child Care Policy and Procedure

Child care for Chalice Night and other church events and meetings as well as meetings for affiliate groups.

I. Introduction:

For First Unitarian to be a viable church we must have programs that are of interest to members and friends of all ages. To encourage participation by families with young children we strive to provide safe, capable, enriching and dependable child care for all meetings and events.

II. Coordination of Child Care:

Coordination of child care is a task of the Member Development Director.

III. Procedure:

Any church group or affiliate group can make a request for child care through the Member Development Director. This request must be made at least one week before the event or meeting. The group can request recurring child care (once a month, once a week, etc.) or one time events through the Member Development Director. If the group cancels the meeting and doesn’t inform the Member Development Director 48 hours before scheduled event or meeting the group will pay the child care provider.

IV. Parent /Guardian Responsibilities:

  • Parents will sign a contract (see attached).
  • For meetings (monthly, weekly, etc.) the parent is responsible for communicating need to the Ministry Leader.           
  • For any special event parents need to reserve a space for child care five days in advance of the event.
  • The parent is required to provide for the individual needs of the child; diapers, special foods, etc.
  • The parent will share any health or allergy concerns with childcare workers in written form.
  • The parent will provide snack food (preferably nut-free) and drinks.
  • The parent will sign child/children in and out with additional information as to where the parent can be reached in the church and any other pertinent information regarding their child (allergies, special instructions for sleeping, blankets, toys, toilet training, etc.).
  • Parents are to be aware of the ending time for the activity/event they are attending and pick up their child/children promptly.
  • If any of the childcare workers are unable to be present it is the parent’s responsibility to work ½ shifts to care for the children. If this occurs the parent will sign the bottom of the Child Care Log-In Sheet recording time worked.
  • If a parent has a concern about care, facilities, etc. they will contact the Member Development Director.

V. Church/Group Responsibilities:

The church has the responsibility to have a line item for Child Care in the Annual Budget. This money is to be used to pay the child care provider for services provided during church events, programs and meetings. Compensation rates shall be approved by the Board.

The group asking for child care will assign one person to:

  • Connect with the Member Development Director providing a beginning and ending time for child care services and the number of children with reservations.
  • Arrange to unlock the door of the child care area.
  • Keep walkie talkie on and set at all times to receive calls from child care providers.
  • Make sure all children have been picked up after meeting or event.
  • Sign off on request for payment for child care providers. Affiliate groups will make payment to the child care provider at the end of the event or meeting.
  • Remain in the church while child care providers are in the church and remain with the child care providers until they are safely picked up or safely leave the church (including parking lots).

VI.  Member Development Director Responsibilities:

  • Follow First Unitarian Child and Youth Protection Policy and Child Care Policy.
  • Recruit church youth (high school or college age), non-church member college students, parents, adult church members or friends, or outside professional child care provider company to provide child care during scheduled meetings and events.
  • Check references and requirements for all child care providers.
  • Develop and conduct orientations for all child care providers.
  • Develop and keep current Child Care Provider List and supply this list to church office.
  • Receive requests for child care from Ministry Leaders or groups.
  • Determine who in the group asking for child care will fulfill church responsibilities with the child care provider.
  • Schedule two child care providers to every five children for all requested meetings or events.
  • Keep sign in and sign out sheets, payment information, and parent’s volunteer time.
  • Inform all parents of child care procedures and expectations.
  • Observe each child care provider a few times each year.
  • Communicate with parents and attend any concerns.
  • Meet with supervisors four times a year and when necessary.
  • Evaluate child care program yearly and submit report for church’s annual report.

VII. Child Care Provider Responsibilities:

  • Child care providers under 18 must have, on record, proof of completing an accredited babysitting            class such as offered by the Red Cross and Kosair Children’s Hospital.
  • Child care providers over 18 must have, on record, proof of completing an accredited babysitting class such as offered by the Red Cross and Kosair Children’s Hospital OR provide at least three (3) references.
  • Those child care providers attending babysitting classes paid for by the church are required to provide child care 5 times in the six months following the class.
  • Child care providers will be required to attend an orientation given by the Member Development Director and will be expected to follow the Child and Youth Protection Policy and Guidelines set by First Unitarian Church.
  • Outside professional providers must have similar qualifications.
  • Child care providers will treat each child with kindness, respect and in accordance to the child’s developmental needs.
  • Child care providers will adhere to any special instructions given by parent.
  • Child care providers will inform parent of any special occurrences.
  • Child care providers will be on time and remain for the entire session.
  • If a child care provider needs to cancel due to illness or emergency they will inform the Member Development Director as soon as possible.
  • If meetings or events are canceled due to inclement weather Child care providers will not be paid.
  • If no children arrive for care the scheduled child care provider will be paid for 1.5 hours.
  • Child care providers will fill out a payment request form and place the form in the Office Manager’s mailbox in the Volunteer Area. Affiliate groups will make payment to the child care providers at the end of the event or meeting.
  • Outside professional providers will be paid according to terms of their agreement.
  • Child care providers will sign in and out.
  • Child care providers will leave the child care rooms/nursery neat and clean and set trash outside the room’s door.

Forms that follow:

Childcare Registration and Parent Contract


First Unitarian Church

Childcare Registration and Parent Contract

LAST NAME (of child)________________________ FIRST NAME_______________________


Parent's Name _____________________________________

Address__________________________________________

City, State, Zip_____________________________________

Occupation________________________________________

Phone:  (H)________________ (W)____________________

e-mail____________________________________________

Parent's Name _____________________________________

Address__________________________________________

City, State, Zip_____________________________________

Occupation________________________________________

Phone:  (H)________________ (W)____________________

e-mail____________________________________________


(If parents have more than one address, please circle the address where mailings from the church should be sent.)

Parent/Guardian Participation and Responsibilities:

For meetings (monthly, weekly, etc.) the parent is responsible for communicating need to the Ministry Leader.       

For any special event parents need to reserve a space for child care seven days in advance of the event.

The parent is required to provide for the individual needs of the child; diapers, special foods, etc.

The parent will share any health or allergy concerns with childcare workers in written form.

The parent will provide snack food (preferably nut-free) and drinks.

The parent will sign child/children in and out with additional information as to where the parent can be reached in the church and any other pertinent information regarding their child (allergies, special instructions for sleeping, blankets, toys, toilet training, etc.).

Parents are to be aware of the ending time for the activity/event they are attending and pick up their child/children promptly.

If any of the childcare workers are unable to be present it is the parent’s responsibility to share care for the children. If this occurs the parent will sign the bottom of the Child Care Log-In Sheet recording time worked.

If a parent has a concern about care, facilities, etc. they will contact the Coordinator of Child Care.

Parents will read the Child/Youth Protection policy and sign the Statement of Agreement.

I have received a copy of the Child Care Policy and Procedure and the Child and Youth Protection Policy. I understand and agree to the parent/guardian responsibilities and participation guidelines.

Signature of parent or guardian _______________________________________________________    Date_________________