This document provides a guide for parents on choosing childcare. It discusses the importance of finding quality care that meets both parent and child needs. The guide outlines six sections: 1) considering your and your child's needs, 2) types of care options, 3) making a choice, 4) developing a partnership with providers, 5) financial factors, and 6) tax information. It provides information on different care arrangements, questions for parents to ask providers, and resources for finding and paying for care.

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The Childcare Guidebook
Published by COPE, Incorporated
About this Guide
Choosing childcare can be a stressful and time-consuming task for parents. Knowing where to look, what
types of care are available, and how to make the best choices is challenging. Even though this search can be
hard work, your efforts will be well worth it. Quality care will provide a secure environment for your child's
mental and emotional growth.
What might be an ideal childcare arrangement for one family isn't necessarily going to work for another family.
Your goal should be to find the best arrangement given your resources, your needs, your child's needs and
the options available in your community. This booklet is intended to make your search easier. Each section is
devoted to a component of the decision-making process. First, read through this guide, and then share it with
your spouse or partner. Begin working together to set your priorities. Does the care provider need to be
nearer to your home, your place of work, or your spouse's? What can you afford to pay?
More detailed, county by county information is available through your EAP counselor. Services are free and
confidential. COPE, Inc. is a member of the DC Council of Governments, Child Care Council.
Beginning The Process
This guide is divided into the following six sections:
1. Thinking It Through
a. Your Needs
b. Your Child's Needs
2. Child Care Options
3. Making Your Choice
4. Parent - Provider Teamwork
5. Financial Considerations
6. Tax Information
1. Thinking It Through
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a. Your Needs
For many parents, the decision to place their child in care with someone else can be difficult. Parents want to
do what is best for their child, but sometimes their own fears and anxieties make the choice difficult. Many
parents feel guilty about not "being there" for their child. This is especially true of parents who had a mother
who stayed home to care for them.
Because our economy and work force have changed, the majority of parents today can't afford to stop
working. Even those who can afford to interrupt their careers for family care often feel torn about leaving the
work force. Work gives many people an important outlet for personal expression and growth. We define
ourselves largely by our job titles, and even though being a parent is a full-time, demanding job, we don't
think of it in the same way. The result of these conflicting demands and desires is that we try to be good
parents and successful in our work, but end up feeling we haven't really accomplished either.
One way to alleviate the guilt and worry is to view good childcare as a healthy compromise. If you know your
child is enjoying his or her childcare experience, then you can feel positive about the efforts you made to
secure the arrangements. In other words, you've found a solution that works well for you and your child. It's a
win-win situation.
Here are some typical concerns parents have about childcare - identify which ones worry you too.
Do you sometimes feel torn between the demands of your job and your role as a parent? If so, in what
ways?
Have you ever worried about a caregiver "taking your place" with your child?
When you were a child, did both your parents work outside the home?
If your parent stayed home with you, do you owe it to your child to do the same? For how long?
Do family or friends make negative comments about your childcare arrangements? How does it make
you feel?
Do you lose sleep or have trouble concentrating at work due to worry about childcare arrangements?
Have you put off making decisions about childcare because you are confused about your options?
Is the cost of childcare a major concern for you?
Does your child have special needs you must provide for?
Talk with other parents who have gone through this period of doubt; many of your worries may prove
unfounded. Share your concerns with your spouse, partner or friends. Talk to your Employee Assistance
Counselor.
b. Your Child's Needs
Children of all ages need affection and attention, opportunities for physical and mental growth, and a healthy,
safe environment. However, children's needs will vary based on their age and developmental stage. The
following are some general guidelines for different age groups. Since you know your child's personality and
preferences the best, develop some questions of your own.
Baby's Needs (0 - 18 months)
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Nurturing and love.
Adequate individual attention from a familiar and consistent caregiver.
Routines that can be adapted to your baby's needs
Opportunity for exploration and learning (activities so that babies aren't left alone in cribs for long
periods of time).
Clean environment (i.e. diapering and eating areas are separate).
Safe environment, including "baby safe" toys.
Ask:
How would you manage a child who cried continuously?
At what age do you think discipline should begin?
What kind of discipline would you use with children the age of my child?
Young Children's Needs (18 months - 5 years)
Adequate adult guidance.
Activities to stimulate creativity and build self-esteem.
Routines that build a sense of security.
Other children to play with.
Safe, clean, pleasant environment indoors and outdoors.
Ask:
What kinds of meals do you provide?
What activities do you provide for children this age?
How do you handle toilet training?
What do you do if a child is angry and behaving aggressively?
Older children (school children ages 5 - 11)
Age appropriate learning opportunities during vacations and after school.
Other children of the same age.
Adequate adult leadership and oversight.
Space enough for active sports and games.
Ask:
Who will direct the program? Who are the other caregivers?
What activities are planned?
How do children travel between school and child care?
Do you offer care during school holidays?
How could you help if my child is having trouble with homework?
What would you do if my child was ill or injured?
2. Child Care Options
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There are a number of different types of childcare available. Each type will have advantages and
disadvantages. Read through the following descriptions and consider which type of care best suit your
situation and your child's.
In-Home Care
In-home care for your child involves a caregiver either coming to your home to care for your child, or actually
living in your home in order to do so. Live-in caregivers are often called au-pairs or nannies. If you choose in-
home care, your child will have the security that comes from being in a familiar setting. This arrangement can
be especially good for very young children. You won't have to worry about pick-up and drop-off schedules
as you would with care outside your home, unless, of course, the caregiver requires transportation.
Many parents have enough trouble communicating with their child's caregiver without an actual language
barrier. When the childcare provider speaks your language poorly or not at all, the problem is compounded.
You and your child care provider need a basic understanding about each other's expectations. Clear
communication of day-to-day tasks, household rules, and emergency procedures is vital.
Finding someone you can trust to come into your home, someone who is like a family member, isn't always
easy. Also, in-home care will be more expensive. Good caregivers are in high demand and you will have to
pay competitive wages if you want to hold onto them.
Also, keep in mind that there are tax and employer obligations to comply with if you hire in-home care (see
Section 6 of this Guide for more information).
Family Daycare
Family daycare is the most common type of childcare available. Family daycare is an arrangement where the
substitute caregiver watches one or more children in his or her home going to the babysitter instead of the
babysitter coming to you.
Often, the caregiver is also a parent. The home-like setting is a benefit. It allows your child a change to
interact with other children. Family daycare usually offers flexible hours and is cost-effective for one or two
children. This arrangement is especially good for infants, toddlers, and children with special needs.
Not all family daycare providers are licensed by the county or state. Those that are licensed must meet
required guidelines, including a limit to the number of children in their care at any given time. Drawbacks to
consider include the possibilities that the caregiver will give priority to his or her own child. Also, you will face
a crisis if the provider gets sick or quits suddenly.
Daycare Centers
Daycare centers usually handle a larger number of children. They may be non-profit or for profit, and may be
located in a church, office, shopping center, or converted home. A daycare center is staffed by teachers and
their helpers and offer planned educational and playtime activities. Daycare centers are licensed by the state
and must meet minimal safety, health, and staffing requirements (see Child Care Resources for the Childcare
agency in your area to obtain a current listing of licensing requirements).
A daycare center offers your child the chance to join in activities planned for a group of children that are his
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or her age. Not all children's social skills develop at the same rate, but for those who are ready to make
friends, this can be a positive experience. There are group daycare programs for toddlers, preschoolers, and
school children, but few offer infant care.
The drawbacks to daycare centers may include: not enough individual attention, an unwillingness on the part
of the center to accept sick children, or children who aren't toilet trained. Providers who work in shifts, and
the more institutional environment, may not suit all children.
Nursery Schools
Nursery schools typically offer group programs to children from 2 1/2 to 4 years old. Most programs are
open three to four hours a day and usually follow the public school calendar, so there is not care on holidays
or in the summer. Nursery schools are also licensed by the state.
School-Age Child Care Programs
These programs provide care and activities for school-age children before and after the regular school day. In
many cases, these programs are available during school holidays and summer vacations. School-age
programs are offered by school systems, community groups, social service agencies, daycare centers, or by
young organizations such as YWCA/YMCA and many boy's and girl's clubs.
3. Making Your Choice
Step 1: Decide on the type of care and location that seems best suited to your needs.
Step 2: Contact the Childcare Resource & Referral Agency in your area (refer to the Childcare Resources
and Additional Parent Resources sections of this Guidebook).
Step 3: Begin calling the listed providers to determine who has an opening that fits your budget and is a
person or center you would like to learn more about. See the list of suggested questions for childcare
providers located in this guidebook.
Step 4: After narrowing your selections through telephone screening, follow-up with a visit to the centers or
providers you are most interested in. Again, review the questions on your list and take time to observe the
interactions between the provider(s) and the children. Arrange for a second visit and bring your child along.
Step 5: Discuss your final decision with people you trust.
Step 6: After you have decided, arrange for a meeting with the caregiver to complete your child's enrollment
4. Parent - Provider Teamwork
As a parent, it will benefit both you and your child if you view the daycare experience as teamwork. You and
the provider you choose will work together to achieve a positive learning and growing experience for your
child. Communication is crucial in teamwork. Be open and clear about your feelings, concerns, and desires.
Remember that being open includes expressing your positive feelings too. Providers need to hear about what
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pleases you, just as parents need positive feedback. Keep the following in mind when developing a spirit of
teamwork:
Show respect for the provider's role, but do not hesitate to ask questions.
Voice your concerns early and in a constructive way. Go directly to the responsible person, not a
helper.
Be responsible. Pick up your child on time, pay fees promptly, etc.
Keep the provider well-informed. Advise the caregiver of changed phone numbers, important medical
developments, the names of persons allowed to pick up your child, etc.
Learn the provider's rules. Are children allowed to bring their own toys to day care? Are parents
required to label all personal possessions and clothing with children's names and date of birth? What
physical symptoms of illness indicate a child cannot be admitted to the center?
5. Financial Considerations
The cost of child care varies, depending on the type of care you choose and the location. In general, costs for
infant care are higher than for older children.
Family Daycare: Average rates range from $155 to $235 per week for full-time licensed care.
Daycare Centers: Average rates range from $160 to $310 per week.
Nannies: Live-in (average 45-50 hours) can range from $400 to $600 per week, plus room and board. This
does not include additional costs for Social Security and other taxes, as well as possible health insurance.
Live-out nannies (average 45-50 hours) typically charge $300 to $700 weekly. This does not include
membership or placement fees associated with a nanny service.
Baby-Sitters: Standard rates for a defined schedule are typically $7 to $10 per hour.
Before & After School Programs: In-home care averages $90 to $310 per month and Childcare Centers
average $100 to $410 per month.
When determining your budget for childcare, consider not only the rate, but also the associated costs for
transportation, food, and supplies. If you think you may qualify for some form of financial assistance, discuss
this with the childcare center or your local Childcare Resource and Referral Agency (see resources). Also,
include any possible tax credits in your budget.
6. Tax Information
If you employ a childcare provider, such as a nanny, you must comply with employer tax obligations. These
include:
Social Security and Medicare (FICA)
Federal Unemployment Tax (FUTA)
State Unemployment Tax
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Worker's Compensation
I-9 Documentation
Call The IRS 1-800-829-1040: Ask for publication 926, Household Employees Tax Guide. www.irs.gov
Call the Bureau of Citizenship and Immigration Services (formerly INS) 800-357-2099: The Bureau
of Citizenship and Immigration Services has information on I-9, Employment Eligibility Verification,
www.bcis.gov.
For information on State Unemployment Taxes:
DC Office of Taxes and Revenue 202-727-4829
Business Tax Registration (Form Fr-500)
Comptroller of MD 800-492-5524
Combined Registration Application (Form COM/RAD-093)
www.marylandtaxes.com
VA Employment Commission 804-786-5085
Alexandria Office - 703-813-1300
Liability for State Unemployment Tax (Form VEC-FC-27)
www.vec.state.va.us
Government Subsidies for Child Care Costs
The largest amount of Federal support for childcare is through the Child Care Tax Credit. Tax-paying parents
who use childcare services because they are working, looking for work, or attending school, can receive this
support. The amount of eligible credit varies depending on cost of childcare and the income of the taxpayer.
The tax credit is not a refund to individuals, but only a credit against taxes.
Childcare expenses that might qualify for the tax credit include care at a childcare center, after-school
program, family daycare in a home, in-home caregiver, or a housekeeper who also cares for the children. For
more information, call the IRS at 1-800-829-1040 and ask for a free Internal Revenue Service booklet,
Publication 503, Child and Dependent Care Expenses.
Other Government Benefits
Federal and State Programs provide childcare services for low income parents. Preschool education
programs are provided through Head Start. Low-income children with disabilities are eligible for SSI benefits.
More disabled children are now eligible due to a recent Supreme Court decision that has broadened the
disability criteria. Call the U.S. Department of Health and Human Services, Administration for Children and
Families, 202-401-2337.
Earned Income Credit
The EIC is a tax credit for families that work (full-time, part-time, or part of the year) and have children. The
EIC is a "refundable" credit (unlike the Child Care Credit), which means that eligible families can benefit from
the credit even if they don't owe income tax. Eligible families that don't owe income tax receive a check from
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the IRS. If a family does owe income tax, the EIC reduces the amount of taxes owed.
To receive the EIC, eligible families must file a federal income tax return and attach a form called Schedule
EIC. Both parents and children must have social security numbers, and parent(s) must be U.S. citizens or
legal U.S. residents. Families can obtain free help from IRS operators during regular weekday business hours
by calling 1-800-829-1040. Information is also available in Publication 596 (EIC), available through the IRS.
7. Child Care Resources
Virginia
City of Alexandria Dept. of Social Services 703-838-0750
Arlington County Office for Early Childhood 703-228-1685
Children's Services
City of Fairfax Human Services Coordinator 703-385-7894
Fairfax County Dept. of Family Services 703-449-9555
School-Age Child Care Program (SACC) 703-449-8989
City of Falls Church See Fairfax County
Fauquier County Child Care Assistance Program 540-351-1060
Fredericksburg Dept. of Social Services 540-372-1032
Loudoun County Dept. of Social Services 703-777-0353
Parks & Recreation, County After-School Activities (CASA) 703-777-0343
Manassas Dept. of Social Services 703-361-8277
Prince William County Social Services 703-792-4300
School-Age Child Care 703-792-6091
Stafford Dept. of Social Services 540-658-8720
Maryland
Anne Arundel Child Care Connection 410-222-1728
City of Baltimore Child Care Resource Center 410-539-2209
Baltimore County Child Care Links 410-288-5600
Charles County Dept. of Social Services 301-870-3665
Chesapeake Child Care Resource Center 888-406-1453
Frederick Dept. of Social Services 301-600-2687
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Child Care Choices 301-695-4508
Howard County Child Care Resource Center 410-313-1930
Montgomery County Locate Child Care 301-279-1773
Child Care Subsidy Program 240-777-1155
Prince George's County LOCATE Child Care 301-772-8400
Dept. of Social Services 301-209-5000
District of Columbia
District of Columbia Childcare Service Division 202-727-0284
West Virginia
Berkeley County Bureau for Children & Families 304-267-0100
Morgan County Bureau for Children & Families 304-258-1350
Questions for Child Care Providers
Professional, qualified providers will welcome parent's questions about the care they provide. Visit and
observe several childcare settings before making your choice.
About The Center
License: Is the provider licensed? For what ages? For how many children? Is the license displayed?
Is it current?
Openings: Is there an opening in your child's age group? If not, when might an opening be available?
Is there a waiting list? Is there a charge to be on that waiting list?
Tuition: What is the fee? What does the fee cover? What does the fee not include? Will you have to
pay for days when your child is on vacation or out sick?
Financial Assistance: Is there any financial assistance offered for child care? What do you need to
do to apply?
Hours/Late Charges: What are the center's hours? Are drop-off/pick-up times flexible? Is there any
charge if you are late picking up your child?
Yearly Schedule/Holidays: What is the center's yearly schedule? Are there holiday or other times
when the center is closed?
Illness: What is the policy if your child is sick? Is the program set up to care for sick children? What
happens if your child gets sick during the day? Will you need a doctor's note to return your child to the
program?
Visits/References: Are drop-in, unscheduled visits welcome? May parents contact staff references
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or other families who use the center?
About The Caregivers
Qualifications: Who will care for my child? What are their qualifications? Has the daycare center
done careful background checks on prospective employees?
Curriculum/Training: Who directs the curriculum of the center? How closely are the staff
supervised? How are they trained?
Philosophy: Do you feel comfortable with the caregiver's beliefs on how children should be:
fed
taught to care for themselves
disciplined
played with
talked to
comforted
Communication: Does the caregiver seem to enjoy children of your child's age? Are you comfortable
talking with him/her? How do you feel about his person?
About The Facility/Program
Is the center/home in a safe neighborhood? Is it smoke-free?
Is there enough room for all the children to play indoors and outdoors?
How clean are the kitchen and bathroom areas?
Is there a good assortment of quality play materials?
Are the planned activities ones your child will enjoy?
Additional Parent Resources
National Association for the Education of Young Children (NAEYC)
800-424-2460; 202-232-8777
1313 L St.NW, Suite 500, Washington, DC 20005
www.naeyc.org, naeyc@naeyc.org
U.S. Information Agency
Office of Exchange Visitor Program Services
(provides a list of authorized au-pair agencies in the U.S.)
202-203-5096
dosfan.lib.uic.edu/USIA
National Association of Nannies (NAN)
641-715-3800
5 Gum Tree Road, L5, Hilton Head, SC, 29926
www.nannyassociation.com
Washington Parent
301-320-2321
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www.washingtonparent.com,
contactus@washingtonparent.com
The Parent Pages
703-242-7243
9807 Bridleridge Ct., Vienna, VA 22181
www.thefamilyphonebook.com
Published by COPE, Incorporated
1120 G Street, NW
Suite 550
Washington, DC 20005
202-628-5100
800-247-3054
TDD: 202-628-7644
Fax: 202-628-5111
www.cope-inc.com
mmcclain@cope-inc.com
COPE, Inc. is a metropolitan Washington, DC company that has provided Employee Assistance Services
since 1978. Cope is uniquely qualified to help companies with organizational challenges in areas as diverse
and complex as human resource policy, labor relations and crisis managements. In addition to individual
short-term counseling to identify and resolve personal and workplace issues, our services include critical
incident debriefing, grief counseling, career transition, alternative dispute resolution, handicapped
accommodation and management consultation. We also offer training programs such as Sexual Harassment
Prevention seminars, Workplace Violence Awareness, Diversity Training and Drug-Free Workplace policy
instruction.
Michele Ginnerty, M.S.
Marta McKinnon, M.Ed., LPC, CEAP
Nancy Bowes Kinney, MSW, CEAP
Edited by Mary McClain
© All Rights Reserved, 2009
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