You are starting to get calls asking about openings in your daycare. This is the chance you’ve been waiting for. Whether you are just starting out and need to fill many slots, or if you have been doing care for awhile and a position has just opened, this can be an anxious time. Do you need to accept every family that comes your way? Will your child raising philosophies be the same as the parents’? Will they agree to your policies? You won’t know until you conduct an interview.

Usually, it begins with a phone call, most likely right in the middle of your busy day. It’s handy to have your information available on a sheet by the phone (such as your hours, ages of children in your care, rates and payment dates, and other general information). Even now, I sometimes forget to mention something crucial over the phone because of distractions. Also, keep a waiting list if you are not currently accepting new children. You never know when someone will put in their notice.

Set up the interview during evening hours. By meeting with them in the evening, you will have more time to talk without the disruptions you would have during the day with a houseful of children. Request that if possible, you would like to have their spouse and child come with them to the interview. You can then observe how they interact with their child. It also gives you a chance to observe the child.

Likewise, have your family present during the interview. I think it’s a good idea to have your family give you their impressions, and it gives the daycare family a chance to meet those that will be in regular contact with their children.

Make an enrollment packet for the interview. This should include a copy of your contract, policies, food program forms (if you belong to the food program), field trip permission forms, injury reports, daily reports, or other documents you use in your business. Set aside enough time to thoroughly explain everything in the packet.

Display your training certificates, CPR certification, registration, license, or other professional documentation that helps validate your background or experience in caring for children. Some providers have an album or scrapbook of their daycare to show prospective parents.

Make a list of questions to ask the parents such as the child’s likes and dislikes, past illnesses, the parent’s expectations, why they are leaving their current provider, and references.

Pay attention to details. Do the parents arrive for the interview on time? If they are 15 minutes late for the interview, it could be an indication of things to come. After the initial greetings, you may want to give a brief tour of the areas where your daycare children spend their time. Briefly discuss your daily activities or routines.

After the tour, sit down and give them time to ask questions. If you’ve given careful thought to your policies, most of their questions should already be answered in your written documentation. You can point this out as you answer questions. Say “everything we’ve talked about is included in my written policies. Take this home and read it in more detail. If you think of any more questions or need clarification, give me a call.”

Discussing policies is a great time to determine if you have the same child rearing techniques. Do you have the same values? Do you discipline the same? Do the parents have reasonable expectations of your daycare? Do they agree with you on illness policies? Do you agree on toilet teaching? Do they allow television? Any discrepancies should be discussed now to see if you can agree on an acceptable compromise. You should pay attention to potential conflicts that arise during the interview, because if you sidestep them, they usually will not go away later.

Assuming the interview goes well, you might then suggest that they bring their child during the day to observe how you do care and to meet the others. This also gives you a chance to see how their child interacts with other children.

You do not have to automatically accept a family into your daycare just because they wish to enroll. At first, you may be anxious to fill your slots, and feel you should fill up your daycare slots when the opportunity arises. However, if you make an error in judgement, it’s much harder to terminate a family once they’ve started care. It’s also harder on the child to switch daycares after a short period. So take your time now and make your judgement AFTER the interview.

During the interview, if a family expresses that they would like to enroll right then, I never accept them on the spot, no matter how promising they seem. I make it clear that we both have to agree that the child should be placed in my care, and that I like to think things over to avoid making snap judgements. I encourage them to take the materials home and read them, and call me back the next day. This gives them more time to thoroughly examine the policies and gives you time to mull over your impressions. I have given in to snap judgements in the past and have regretted it later. Did I mention I learned a lot my first year?

Saying yes is easy. Saying no is harder, but you will save yourself a lot of headaches by being up front from the beginning. If you have to turn down a parent, you don’t have to go into long explanations. Just say, “I don’t feel my daycare would be in the best interests of your child (or what you want for your child), at this time. I think you should explore other options, but I am so glad you took the opportunity to meet with me.” Enough said.

If you do choose to take the family, it’s a good idea to have a trial period of two weeks. At the end of the trial period, either party can terminate with no ill feelings or obligations. Potential problems usually turn up in the first couple weeks. You can spot right away if the child may have a personality that doesn’t mesh with your other kids, or you may find out the parents have unreasonable expectations. Whatever the reason, you’ve given yourself a cushion to determine if this is the right family for you.

Open communication from the start puts you on solid ground and projects your professional image. You can usually tell if you are going to click with a certain family, so use your instincts. Even if differences arise, they will more likely be solved or compromised in a promising way if you make it clear you have their child’s best interests at heart.

If you are well prepared and think of an interview as a chance to get to know a new family, you can alleviate some of the nervousness that comes from trying to promote yourself and your daycare. Interviewing is a two-way street. Either party can say yes or no, and whatever the decision, it’s probably the right one!