Overview

I compiled the following operating handbook outline after reviewing over 120 early learning programs¹ and reflecting on what they included and failed to include. The goal is a comprehensive outline others can use as a resource in creating or revising policies and procedures for their program. It will evolve.

The Three Handbook System

I recommend programs use the three handbook method, which includes:

• Operating Handbook—Information parents and staff need to know
• Parent Handbook—Information parents need to know
• Staff Handbook—Information staff members need to know

At some point, I’ll also complete Parent and Staff handbook outlines.

A Work In Progress

This outline is barely the beginning of a more extensive process. I plan to complete a separate post for each item in this outline. Each post will include what to consider when creating the policy and procedure, samples from my collection of handbooks, a thorough sample policy and procedure, and more. Some of these posts are complete; see green links in the outline.

Overkill?

Is this operating handbook outline overkill? That’s a question I repeatedly asked myself as it kept growing and growing. So the answer is, “Yes, it probably is overkill.” It’s unlikely that your program needs a policy and procedures for every item in the outline. However, this operating handbook outline aims to spark thinking about what may be beneficial or necessary. My experience is that many programs would benefit from more complete and detailed handbooks so that parents, staff, and administrators are all on the same page.

Operating Handbook Outline

Here’s the outline. Click around and share any questions, suggestions, or thoughts in the comments.

Organization Information | OI

Who We Are | OI-1.0

• Vision Statement | OI-1.1
• Mission Statement | OI-1.2
• Philosophy Statement | OI-1.3
• Governance | OI-1.4
• Program History | OI-1.5
• Organizational Chart | OI-1.6

Contact Information | OI-2.0

Program Details | OI-3.0

• Licensing Status | OI-3.1
• Accreditation | OI-3.2
• Staff To Child Ratios | OI-3.3
• Program Capacity | OI-3.4
• Ages Served | OI-3.5
• Non-Discrimination Policy | OI-3.6
• Open Door Policy | OI-3.7
• Liability Insurance | OI-3.8

General Information | GI

Program Operating Schedule | GI-1.0

• Months, Days, And Hours Of Operation | GI-1.1
• Closings | GI-1.2
  • Holidays | GI-1.2.1
  • Staff Development | GI-1.2.2
  • Building Maintenance | GI-1.2.3
• Calendar | GI-1.3
• Parent Rights | GI-1.4
• Changes To Policies And Procedures | GI-1.5

Attendance | GI-2.0

Confidentiality | GI-3.0

• Children’s Records | GI-3.1
• Personal Information | GI-3.2
• Violation | GI-3.3

Policy Changes | GI-4.0

Lost And Found | GI-5.0

Serious Occurrences | GI-6.0

Curriculum Information | CI

Overview | CI-1.0

• Developmental Domains | CI-1.1
• Child Observation | CI-1.2
• Sensory Integration | CI-1.3
• Social Integration | CI-1.4
• Room Changes | CI-1.5

Play | CI-2.0

• Sensory Play | CI-2.1
• Outdoor Play | CI-2.2
• Power Play | CI-2.3
• Schema Play | CI-2.4
• Risky Play | CI-2.5
• Play Environments | CI-2.6
  • Messiness | CI-2.6.1
  • Classroom Pets | CI-2.6.2
  • Loose Parts | CI-2.6.3

Child Autonomy | CI-3.0

• Teacher Responsibilities | CI-3.1
• Personal Cubbies | CI-3.2
• Personal Care | CI-3.3
  • Diapering | CI-3.3.1
  • Toilet Training | CI-3.3.2
  • Tooth Brushing | CI-3.3.3
  • Hand Washing | CI-3.3.4
• Self-Regulation | CI-3.4
  • Biting | CI-3.4.1
  • Swearing | CI-3.4.2
  • Self-Soothing | CI-3.4.3
  • Physical Autonomy | CI-3.4.4
  • Napping And Rest Time | CI-3.4.5
  • Transitioning To A New Room | CI-3.4.6
• Items From Home | CI-3.5
  • Clothing | CI-3.5.1
  • Comfort Items | CI-3.5.2
  • Toys | CI-3.5.3
  • Consumable Supplies | CI-3.5.4
  • Prohibited Items | CI-3.5.5

Daily Routines | CI-4.0

• Settling In | CI-4.1
• Cleanup | CI-4.2
• Meals | CI-4.3
  • Bottles | CI-4.3.1
  • Food From Home | CI-4.3.2
  • Meal Times | CI-4.3.3
  • Nutrition Guidelines | CI-4.3.4
• Classroom Routines | CI-4.4
  • Infants | CI-4.4.1
  • Toddlers | CI-4.4.2
  • Preschool | CI-4.4.3
  • School Age | CI-4.4.4
  • Flexibility | CI-4.4.5
• Transportation Of Children | CI-4.5

Social And Emotional Development | CI-5.0

• Classroom Management | CI-5.1
  • Conflicts | CI-5.1.1
  • Confrontational Interactions | CI-5.1.2
  • Group Supervision/Management | CI-5.1.3
• Discipline And Guidance | CI-5.2
  • Physical Punishment | CI-5.2.1
  • Verbal Punishment | CI-5.2.2

Special Programming | CI-6.0

• Outings | CI-6.1
  • Field Trips | CI-6.1.1
  • Neighborhood Walks | CI-6.1.2
• Cultural Holidays And Celebrations | CI-6.2
  • Birthdays | CI-6.2.1
  • Gifts For Staff | CI-6.2.2
  • Gifts For Families | CI-6.2.3
  • Gifts For Students | CI-6.2.4
• Family Functions | CI-6.3
• Special Events | CI-6.4
  • Developmental Screenings | CI-6.4.1
  • Special Visitors | CI-6.4.2

Digital Technology | CI-7.0

• Screen Time | CI-7.1
• Webcams| CI-7.2
• Classroom Electronics | CI-7.3
• Smartphones And Tablets | CI-7.4
  • General Use | CI-7.4.1
  • For Documentation And Observation | CI-7.4.2
  • Capturing Photos And Videos | CI-7.4.3
• Electronic Toys | CI-7.5

School Readiness | CI-8.0

• Physical Development | CI-8.1
• Social-Emotional Development | CI-8.2
• Communicative Development | CI-8.3
• Cognitive Development | CI-8.4
• Adaptive Development | CI-8.5

Well-Being Information | WI

Health | WI-1.0

• SIDS Prevention | WI-1.1
• Smoke-Free Environment | WI-1.2
• Physical Examinations | WI-1.3
• Hand Washing | WI-1.4
  • Child Hand Washing | WI-1.4.1
  • Staff Hand Washing | WI-1.4.2
• First Aid | WI-1.5
• Medication | WI-1.6
• Immunizations | WI-1.7
• Head Lice | WI-1.8
• Child Illness | WI-1.9
• Sun Protection | WI-1.10
• Allergies | WI-1.11
• Communicable Diseases | WI-1.12

Safety | WI-2.0

• Supporting Risk Taking | WI-2.1
  • Risk-Taking Overview | WI-2.1.1
  • Risk Assessments | WI-2.1.2
• Emergencies | WI-2.2
  • Alternate Safe Location | WI-2.2.1
  • Emergency Contacts | WI-2.2.2
  • Emergency Closing | WI-2.2.3
  • Emergency First Aid | WI-2.2.4
  • Emergency Drills | WI-2.2.5
  • Emergency Plans | WI-2.2.6
• Gang Free Zones | WI-2.3
• Building Entry | WI-2.4
• Mandatory Reporting of Suspected Child Abuse and Neglect | WI-2.5
• Weapons | WI-2.6
• Inclement Weather | WI-2.7
• Incident / Accident Reports | WI-2.8
  • Minor Injuries | WI-2.8.1
  • Major Injuries | WI-2.8.2

Appended Information | AI

AI-1.0 | Glossary Of Terms

AI-2.0 | Sample Forms

• Daily Reports | AI-2.1
  • Preschool Daily Report | AI-2.1.1
  • Toddler Daily Report | AI-2.1.2
  • Infant Daily Report | AI-2.1.3
  • DAP Daily Report | AI-2.1.4
  • Half Page DAP Daily Report | AI-2.1.5
• Monthly Drills | AI-2.2
  • Fire Drill Log | AI-2.2.1
  • Tornado Drill Log | AI-2.2.2
  • Earthquake Drill Log | AI-2.2.3
• Other Forms | AI-2.3
  • Minor Injury Notification | AI-2.3.1
  • Injury Report | AI-2.3.2
  • Prescription Medication Permission And Log | AI-2.3.3
  • Benefit And Risk Assessment | AI-2.3.4
  • Risky Play Memorandum Of Understanding | AI-2.3.5
  • Risky Play Observation Form | AI-2.3.6

AI-3.0 | References

Related Policy And Procedure Posts

Here are some additional resources related to this operating handbook outline:

• 5 Important Policy Headings
• 3 Tips For Maintaining Healthy Policies And Procedures
• Policies | Transform Thoughtfully
• 3 Helpful Tips For Writing Early Learning Policies And Procedures
• 6 Key Policy And Procedure Terms You Need To Understand Right Now
• A Clear Process For Creating Early Learning Policies And Procedures

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1. The handbooks I examined were from various centers-based child care programs, preschool programs, and home-based programs from the United States, Canada, and Australia.