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Summer Vacations & Childcare Management

Bear Visiting CampgroundAh, summer vacations. Everyone has their favorite type of getaway. My family tends to like camping, especially near the beach. And although we’ve never come face to face with a bear, we certainly have had our share of run-ins with raccoons, squirrels and an assortment of feathered friends.

Many of the campgrounds at which we like to stay require reservations months in advance. Hopefully, the families and staff at your childcare center, daycare or preschool are letting you know their vacation plans ahead of time too. That’s good information, so you can plan ahead, but what do you do with it? How do you keep track of planned vacations for family and staff, as well as issue vacation credits to your families?

While researching topics for today’s post, I discovered we have covered vacation related items in the past. But, since they have tended to be written as separate, individual posts, there was not an easy way to find all the information in one place. For your convenience, I’ve assembled a short description of each vacation topic with a link to a more detailed article.  Continue reading

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Classroom Forecasting – Sunny with a Chance of Savings!

Johnny Carson as Carnac the MagnificentWould you like to know how many teachers you need in a classroom in the future? Perhaps you want to predict an upcoming vacancy in the Butterflies room? Using the schedule reporting features of Procare Software® you can be your own Carnac the Magnificent and “divine the answer…” !

Setting Up Schedules

First you’ll want to enter your Classroom Ratios.  Then you’ll set up Child Schedules and Employee Schedules as well – in order to forecast accurate staffing needs to meet your child/teacher ratios. You can even use multi-line day schedules if children or employees switch rooms during the day, like a preschooler scheduled in the preschool room from 8:30 am to 11:30 am who then moves to the Bluebirds room from 11:30 am to 4:30 pm.

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How to Track Child Care Certifications and Trainings

Are your employees current on their CPR class? How many CE (Continuing Ed) hours does your staff have so far this year? Child care centers must know that employees are keeping up with periodic continuing education hours and health-and-safety certifications to provide high quality care for children.

It can be difficult to stay up to date on the child care certification and training requirements for each member of your staff, as well as how frequently they must be renewed. This is one area where child care management software can be valuable for your daycare center, after school program or preschool.

Child Care Employees

Tracking Child Care Certifications and Training  

Employee Data Software from Procare lets you track those types of requirements and training hours. To track employee certifications and continuing education hours, you can use either the Employee Requirements or Benefit Hours features, or both, depending on your situation.

Tracking Certifications with Requirements or Benefit Hours

Requirements are recorded much like immunization tracking. They may be a one-time or recurring event, such as a CPR certification. Benefit Hours, on the other hand, are entered on the Employee Time Card. They may be totaled based on the Benefit Code you assign, like “Training”.  Using benefit hours is appropriate if you need to know the number of training hours (during specific dates) for each employee.

Using a Requirement

An example of a requirement might be a CPR certification renewal that occurs every 3 years. You would simply record the date the requirement was met. The Requirements Due report will include only staff who are near or past the required expiration date.

Sample Requirements Due report

Using Benefit Hours

Recording training hours in the Employee Time Card lets you report specific hours for a certain date range. A quick way to post training hours is to enter them through the Batch Post Time Card feature. Once recorded, you can run benefit code reports grouped and totaled by the code (or the employee) for the period selected.

Bonus Tip: To track hours based on the employee’s hire date, create Employee Tracking items to match each hire month.  When you run reports, you can filter them by selecting only the hire month you’re interested in viewing.

 

Sample Benefit Hours Report By Employee

Sample Benefit Hours Report By Benefit Code

Keep in mind that you can use both of these methods together to give you the most flexibility in tracking your employee training and certification requirements!

Final Thoughts

To run a successful child care center, you need a staff that meets the training and education requirements of your center, as well as the various regulations required by the state. It’s easy to get caught up in the day-to-day tasks of caring for children and forget when there is a training deadline coming up.

In order to complete child care certifications on time, child care centers need a consolidated view of each employee’s training status. The Employee Data module from Procare allows daycare centers, preschools, and after school programs to monitor these requirements seamlessly, ensuring the best child care experience.

Learn more about managing employee information and certifications with child care management software.  

Related Articles

Interested in learning more about employee data management? Check out these related articles.  

 

 

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Provider Appreciation Day

providerappflyer2009-logo1The annual Provider Appreciation Day is quickly approaching. May 8th, 2009, will be the day to recognize and celebrate child care providers everywhere!

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ProCare Software on Twitter

Perhaps you’ve seen our Twitter links on the bottom of our postings lately. Maybe you’ve heard about Twitter from the Ellen Show (@TheEllenShow) or you saw what President Obama did with Twitter to get his supporters to rally (@BarackObama). One thing is for sure, Twitter is everywhere. With an estimated 5 million users, Twitter, the micro-blogging community, is growing.

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