Important Calendar Reminders for Childcare Directors
Here is a comprehensive list of important calendar reminders for a licensed childcare center director to ensure compliance, safety, and smooth operations. With everything that pops up throughout the day, it is key to add the foundational and repetitive tasks to your calendar (with reminders!) to stay on top of operational aspects of running a center.
Monthly Tasks:
Fire Drills - Schedule and document fire drills as required by licensing regulations.
Emergency Preparedness Drill (Lockdown or Tornado) - Depending on local regulations, schedule and practice different emergency scenarios.
Newsletter Creation and Distribution - Prepare and send out the monthly newsletter for staff and families.
Allergy and Medication Checks - Review and update allergy lists and ensure medication expiration dates and documentation are up to date.
Supply Inventory Check - Inventory classroom and office supplies; reorder as needed (e.g., cleaning supplies, first aid kits, classroom materials).
Staff Meeting - Schedule and hold regular staff meetings to review center updates, policies, and any training needs.
Safety Inspection - Conduct a monthly inspection of playgrounds, classrooms, and common areas for safety hazards.
Billing and Tuition Collection - Review and ensure timely billing and collection of tuition payments from families.
Teacher Observations and Feedback - Schedule and conduct teacher observations for performance reviews and professional development.
Food Program Compliance Check - Verify adherence to food program requirements (e.g., CACFP compliance).
Quarterly Tasks:
CPR/First Aid Certification Renewal Checks - Review staff certifications and schedule renewal courses if needed.
Staff Training and Development - Plan and conduct quarterly training sessions (e.g., health and safety, curriculum updates).
Deep Cleaning/Facility Maintenance - Schedule deep cleaning and facility maintenance (e.g., carpet cleaning, HVAC checks).
Biannual Tasks:
Licensing Paperwork and Compliance Review - Ensure all necessary documentation for licensing is up-to-date and prepare for any upcoming inspections.
Program Evaluation and Curriculum Review - Review the effectiveness of the current curriculum and make necessary adjustments for the upcoming months.
Family Conferences - Schedule and conduct parent-teacher conferences (if applicable).
Parent Surveys - Distribute annual surveys to gather feedback from families and make improvements based on the responses.
Annual Tasks:
Staff Performance Reviews - Schedule and conduct annual performance reviews for all staff members.
Budget Review and Planning - Conduct an annual financial review and plan the budget for the next year (if applicable)
Licensing Renewal Application - Prepare and submit the necessary paperwork for renewing your childcare license, if this is an annual requirement
Health and Safety Policy Review - Annually review and update the center's health and safety policies to ensure compliance with regulations.
Review and Update Parent and Employee Handbooks - Ensure all policies and procedures are current and in compliance with state regulations.
Weekly/Other Tasks:
Attendance Review - Monitor and review weekly attendance and ensure accuracy for billing purposes.
Classroom Observations - Regularly visit classrooms to monitor operations and provide support to teachers.
Parent Communication - Ensure ongoing communication with families regarding center updates, events, and individual child progress.
Seasonal Tasks:
Seasonal Event Planning - Plan and execute seasonal events, such as fall festivals, winter concerts, or summer camps.
Seasonal Safety Adjustments - Review safety measures for seasonal changes (e.g., winter safety for playground equipment, sunscreen policies for summer).
Having these reminders on your calendar will help keep your childcare center running smoothly, maintain compliance, and ensure a high-quality experience for both children and families!
Have any reminders that are helpful and not included above? Comment below!