Back-to-School Checklist for Childcare Directors

Even if your center is open year-round, the back-to-school season is the perfect excuse to refresh your systems, reconnect with families, and reset expectations with staff. Instead of doing it all in one weekend, use the weeks leading up to “back-to-school” season to space out the prep and avoid the chaos.

Here’s a clear, week-by-week timeline to keep you on track. In Minnesota, schools typically start after labor day so I based this checklist on a September “start”. If you haven’t done this before, take a look at when local public schools in your area start and use that as your back-to-school anchor week! Then adjust the dates below as needed.

As a side note… THIS IS A LOT OF INFORMATION! So before you get overwhelmed, recognize that the checklist is a snapshot of some of the things that can help you feel more prepared. Each week, we will be working through these action items together, and I will have additional resources and shareable templates to make all of this easier for you! Don’t forget to subscribe if you want to join us as we work through the list.

And please comment if you do something to prep that isn’t on my list!

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📅 6 Weeks Out (Week of July 21)

• Create or update your key trackers (I will share templates of mine next week that you can use)

  • Absence Tracking Spreadsheet
    I use this to track absences on a daily basis, by employee and reason. This helps me to identify trends, pinpoint who needs reminders, and ensure I am holding my team accountable if they are consistently late or calling out.

  • Employee Performance Tracker
    This sounds more serious than it is, but I honestly can’t think of a better name for it. I use this document to track verbal conversations, notable written messages, positive and constructive feedback, and any issues or concerns that arise. Having one “go-to” place to track this has been a lifesaver as things come up!

  • Weekly Classroom Schedule
    This is just a basic overview of our schedule during a “typical” week. While we all know it never pans out perfectly, giving them the high level snapshot is really helpful prior to the new season!

• Pick dates for:

  • Prospective Family Open House (if you need to boost fall enrollment)

  • Current or New Family Open House (especially if lots of transitions are coming)

  Consider calling it something more welcoming like: “Explore & Connect” or “Welcome Walkthrough”

• Start prepping for Open Houses:

  • Which staff will be present?

  • How will you promote (website, social, community boards)?

  • Will it be self-guided or include a director/teacher-led activity?

  • What’s do you want your families takeaway or what lasting impression can you leave?

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📅 5 Weeks Out (Week of July 28)

• Communicate Open House dates

  • Promote publicly for prospective families

  • Email current/new families with date, time, and purpose

• Post and interview for open positions

• Post for substitute teacher positions

  • Target stay-at-home parents (school hour availability) or highschool/college students (after-school availability)

  • If needed, contact a sub agency (For local centers, Just in Time Teachers is a great choice!)

• Plan or confirm your fall in-service/training/workshop days

  • Is your location picked out/secured?

  • What time will the training be

  • What is expected of teachers (can they wear comfy clothes? Is food provided?)

  • What trainings will you be covering?

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📅 4 Weeks Out (Week of August 4)

• Email request to parents for paperwork update:

  • Updated emergency contact form

  • Health forms, if needed

  • “About Me” page for each child

  • Set and share a deadline (2 weeks should be enough!) and make it easy to complete, virtual forms are always better if possible.

• Create your fall in-service/training/workshop days agenda

  • If any of your trainings will count toward licensing requirements, include that on the agenda as well! I like to have my staff sign off on their agenda and I keep it in their staff files.

• Review all current allergy info and medication expiration dates

  • Contact families whose meds/epipens expire within 3 months

• Draft your Back-to-School Letter to Families (We will send in 2 weeks!)
  Some things to include:

  • A reminder that extra clothing/nap blanket will be sent home over labor day weekend. Parents should refresh clothing sizes and types before sending back!

  • What to bring the first day- I always ask parents to bring an updated family photo (no glass in frame!) and a non-toxic plant to help their child connect with the classroom.

  • Tips for smoother transitions

  • Reminders: arrival/departure check-ins, calendar, door code policy, etc.

  • Include the updated parent handbook

  • Think about last year’s pain points—and get ahead of them

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📅 3 Weeks Out (Week of August 11)

• Send Back-to-School Email to Staff. Include things like:

  • Draft schedule

  • Updated school calendar (closure dates, etc…)

  • Staff handbook

  • Reminders about clocking in, arrival expectations

  • Links to “My Favorite Things” and “About Me” forms to get those updated

  • Reminders on time-off requests, sub plan, and emergency contacts

• Prep a goodbye gift for children leaving your program at the end of summer. Ideas HERE!

• Bonus- Send handwritten postcards to any new children starting next month!

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📅 2 Weeks Out (Week of August 18)

• Send back-to-school email to parents

• Send your “goodbye” gift home with children leaving

• Prep "Back to School" boards for first day photo ops!

  

  An old picture of my favorite back to school board!

• Update your communication hub with updated paperwork (calendar, hours, etc.)

• Print important documents and update classroom binders with:

  • Updated rosters (knowing you may have to have to reprint them if more children enroll!)

  • Emergency plans

  • Updated emergency contact forms

  • Staff assignment docs

• Print & laminate new cubby/locker name tags

• Send staff email with training/workshop info:

  • Dates, times, expectations, agenda, what’s provided (coffee, lunch, etc.)

• Share reminders about any scheduled cleaning (and what needs to be prepped/moved ahead of time)

• Follow up with parents who missed paperwork deadline

• Hang reminder signs about any closures (Labor Day, training days)

• Send FAQ email to new families with key reminders

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📅 1 Week Out (Week of August 25)

• Keep reminding families and staff about closures this week and next

• Send final training email reminder to staff:

  • Time, location, what’s provided

  • Include agenda again

• Double-check on training/in-service details:

  • Trainers are confirmed

  • Room is prepped if hosting off-site

• Pick up small treats for staff for NEXT WEEK:

  • Iced coffee, cream, flavored syrup

  • Place an order for bagels or donuts

  • Fill the candy jar

• Friday Before the First Day:

  • Set up “First Day” photo area

  • Hang updated bulletin board in communication hub

  • Put out transition tools, books, or welcome kits in each classroom

  • Review float coverage and who’s greeting new families at drop-off

  • Create “transition box” near entrance or office for staff to use when children are having difficulty coming in!

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We will focus on some fun ideas to create magical moments on the first week in August. But for now, this is a good start!

This plan will help you stay ahead without scrambling, and more importantly, it helps your staff and families feel confident and welcomed. The key is breaking it up—just a few tasks each week adds up to a smooth, stress-free start.

Don’t forget to subscribe if you want to walk through this checklist with the collective each week! And please please comment if you do something to prep that isn’t on my list. We all do better when we work together!