Working and Communicating with Families

Which of the following should be documented before talking to parents about developmental needs?

*a. Dates and times of all observations b. Normal development levels of other children *c. Names of other adults involved d. What time the child arrived

Instructions for which of the following incidents should be included in an emergency plan?

*a. Neglect b. Serious illness/injury *c. Access control *d. Lost child

Which of the following are reasons for scheduling a conference?

*a. Parent-related issues b. Suggestions for daily activities *c. Child-related issues *d. Sensitive issues

Which of the following are ways to incorporate daily communication between parents/guardians and child care providers?

*a. Talk to parents during drop-off/pick-up *b. Send home notes about activities c. Schedule weekly meetings to discuss each child's progress *d. Send e-mails about classroom activities

Child abuse involves inflicting physical, moral, or mental cruelty on a child. Abuse can occur in families of any race, income level, educational level, and/or culture.

A child care provider should know the different types of abuse. There are several types of child abuse, including: Neglect Physical Sexual Emotional

As a child care provider, you may need to schedule a conference to discuss parent-related issues. Parent-related issues involve parents who are habitually late picking up their children or who show disregard for child care facility regulations.

A conference would allow the time and privacy for caregivers to discuss with parents the importance of being on time and following rules and regulations. It would also enable caregivers to work with parents to resolve any misunderstanding that might be causing conflict between the parent and the child care facility.

A conference is a perfect time to discuss behavioral issues with the parents of a child who is struggling with toilet training or biting.

A parent might be able to provide information that would explain why a child has been withdrawn or sad. If a caregiver is having difficulty with a particular issue, a conference might help uncover the reason. A conference would also provide a relaxed atmosphere in which to discuss a child's physical requirements.

In situations where a child's safety is concerned, as in a custody battle, photos may be kept on file of all individuals who are authorized to pick up the child.

A password may also be implemented. Verify the individual's identification and check the photo and password in the child's file before releasing the child to the individual. Call the parent or guardian immediately if an unauthorized person tries to pick up a child. Consult state laws regarding custody and biological parents. The custodial parent should provide legal documentation if a judge forbids a noncustodial parent to pick up a child.

Which of the following statements is true regarding access control techniques in child care facilities?

Access control techniques vary from facility to facility.

Communicate your message to parents on a regular basis, and ask them for feedback about any concerns they may have.

Allow ample time for parents to express their concerns and ask questions. Make a point to actively listen to what is being shared. Make an appointment for a conference, if necessary. Avoid the use of professional jargon or any terminology the parent may not understand. Refrain from using negative terminology to describe a situation.

Evacuation drills should be practiced periodically.

An emergency evacuation diagram should be posted in each room in a visible spot. Children and staff should learn and practice how to exit the building and where to gather so that everyone can be accounted for during an emergency. They should be taught what to do in the event of fire, earthquake, or tornado. Each facility should have a flashlight, a radio, and a nonelectric or cellular phone in case of a power outage.

Parents have varying work schedules and commitments. Be flexible when scheduling conferences, and inform the parent about the conference's purpose.

As you plan the meeting, think about what must be said and how best to approach the situation. Keep in mind that you want to avoid being negative or judgmental. Deciding what you will say before the meeting will ensure that your comments are respectful and positive.

Which of the following actions contributes to effective communication between child care workers and parents?

Asking questions and receiving feedback from parents on a regular basis

In a conference to discuss suspected child abuse with parents, child care providers should practice which of the following guidelines?

Avoid displaying any emotional response

At the conclusion of the meeting, present a plan of action. Explain what you hope to achieve and how the parents can help reach those goals.

Be complimentary—say something positive about the child and the parents. Thank the parents for their willingness to work with you.

Select a quiet, comfortable place where you can conduct the meeting without interruption.

Begin the meeting by thanking the parents for coming. Explain that you will be asking personal questions, and tell them how the information will be used. Reassure them that the information they share is private and will not be shared with others. Encourage parents to share information and ideas by asking open-ended questions, like "What do you think about this?" or, "Would you share how you feel about that?" Listen patiently, keep an open mind, and give them time to explain things in their own words.

When child care providers believe child abuse is occurring, they must decide if the child is in immediate danger or not.

Call the police if you suspect a child is in immediate danger. Immediate danger can include recent sexual abuse, a serious physical injury, or abandonment. Call the local child protection agency if immediate danger is not suspected.

Every child care facility is required to maintain up-to-date emergency information on every child. These forms are required to determine who is authorized to pick up a child, who should be contacted in the event of an emergency, and who can authorize emergency medical personnel to provide treatment.

Child care facilities should maintain copies of these documents in a portable file in the event of an emergency evacuation. These forms should be checked for accuracy at least once per year, and parents should notify the facility of any changes. A medical history for each child—including shot records, allergies, required medications, and any previous surgeries—though not required, may be helpful.

Which of the following groups are required by law to report suspected child abuse to the proper authorities?

Child care providers

Schedule a private conference to approach the parents about the situation. Begin the conversation by expressing your concerns for the child. Discuss any changes you may have noticed in the child's behavior, and keep the focus on the child. This approach will let the parents know that the child is aware of the divorce, is being affected by it, and that they need to openly discuss it with you so you can help the child.

Determine how the parents want you to discuss divorce with the child and how you can support their efforts. Refrain from judging, criticizing, or taking sides. Being supportive during this stressful time is the best way you can help the child.

Some questions a parent might ask include:

Does this advice fit our needs? Is this information coming from a trusted source? Does this advice conflict with our values? How will implementing this idea affect other people? Will following this advice help us reach our goals?

Daily communication is a vital tool the child care provider should not overlook.

Drop-off/pick-up times are not good for long conversations, but asking quick questions can be appropriate to better understand a child's mood. Sending home daily newsletters, e-mails, and notes helps keep parents informed of classroom activities. Include suggestions for things they can do at home to reinforce what their child learns each day.

The name and phone number of the child's physician should be included on which of the following forms?

Emergency Information card

A child care facility must have the appropriate authorization to provide care for children in the event of an emergency.

Forms that should be on file in the event of an emergency include: Emergency Information Card Consent for Emergency Medical Treatment Form Information and authorizations contained in these forms allow the child care facility, or other professionals, to act on behalf of the child when a parent or guardian is unavailable.

Obstacles to effective communication include:

Hostile or threatening comments—Refrain from making negative comments or responding to hostile/threatening comments Cultural differences—Attempt to understand cultural differences Disabilities—Be considerate of persons with disabilities Personality differences—Recognize that different parents require different communication approaches

Perhaps the greatest help you can give parents is the knowledge that they have to choose what is best for their family. In order to do this, help them discover and understand their needs, values, and goals. Ask questions like:

How dependent is your child? How readily does your child accept changes? What values do you want to instill in your child? What parenting goals do you hope to accomplish?

Where should emergency organization (i.e., fire, police, ambulance, hospital, poison control center) contact numbers be kept?

In a clearly visible place near the phone

The Emergency Information card contains information to identify who should be contacted in the event of an emergency.

It also lists the names of individuals authorized to pick up the child and must be kept current because child care providers rely on this information to determine if a child should be released to a particular individual. This card contains the child's full name, birthdate, parent or guardian's name, address, phone number, emergency contact information, and name and phone number of the child's physician.

Divorce is a sensitive issue. Parents may or may not openly communicate to you that they are getting a divorce, and may not realize that their child is aware that they are getting a divorce. When faced with this situation, approach the parents carefully.

It is essential for the welfare of the child that his/her parents openly communicate with you about the situation. By working together, you and the parents can focus your efforts to help the child cope with the physical and emotional stresses associated with divorce. This will define your role with the child and the custodial and noncustodial parents. You need to be aware of, and follow, the custody and legal requirements of the divorce.

In the emergency plan acronym PLAN, the L stands for which of the following actions?

License

Which of the following guidelines contributes to appropriate and effective communication between care providers and parents?

Listen attentively if a parent brings a complaint to your attention

When parents have finished speaking, provide feedback and paraphrase their answers for clarification. Doing this ensures that you understood their meaning.

Make statements like, "What I heard you say was...is that correct?" This will allow the parents to correct any misunderstandings.

Spending time with, and caring for, children every day gives you a unique opportunity to develop a close relationship with them. In the process of doing this, you may notice things that need to be discussed with a parent.

Many parents are flooded with parental advice from every direction. Much of what they are told is confusing or conflicting. This is especially true of young or new parents. As a child care provider, you may be asked to give advice on parenting and/or refer parents to a professional who will be able to help.

Obstacles to effective communication include:

Negative body language—Be careful not to send the wrong message Jargon and "loaded words"—Terms such as "cognitive development," "gross motor skills," and "phonemic awareness" can be confusing; avoid terms that cannot be readily understood Reading levels and vocabulary usage—Recognize that education levels and language differences may prevent parents from sharing and receiving information with child care professionals Stereotyping—Avoid generalizing or labeling

Which of the following should be documented before talking to parents about developmental needs?

Observations of several occurrences

The following guidelines help build partnerships with families and contribute to appropriate and effective communication between care providers and parents:

Observe the rituals and relationships between parents and children Listen attentively and be open to alternative solutions if a parent brings a concern or complaint to your attention Post a bulletin board which contains daily information for parents Be knowledgeable of community resources so you can direct new families to needed services Gain valuable insight by communicating with parents during pick-up/drop-off Involve parents by asking for suggestions

Some issues are sensitive and difficult to discuss. These topics require careful planning and thoughtful preparation, and would be best discussed during a private conference.

Occasionally a child care provider may observe a child with developmental or special needs that have not been addressed by the parent. If you must approach a parent with this situation, start by describing the child's strengths, interests, or abilities, and stay focused on the child. Another, more difficult, issue is observing signs that a parent is not caring for a child. In this situation, ask open-ended questions to gain the parents' perspective.

Guidelines for a successful conference include:

Offer a flexible conference schedule to accommodate busy parents Allow ample time for each parent Provide a welcoming atmosphere Be prepared and organized Encourage parents to share ideas and information Share suggestions for at-home activities End the conference on a positive note Take a moment to reflect, then document the discussion and plans

As a child care provider, you will often need to discuss sensitive issues with parents. The handling of those issues can have a significant impact on the child. Utilizing common guidelines and practices for communicating with parents will ensure that the experience is a positive one.

One of a child care provider's most important responsibilities is conducting conferences. Reasons for conferences include: Child-related issues Parent-related issues Sensitive issues

People must be notified when there is an emergency. If available, the facility director should contact emergency personnel first.

Post contact numbers for emergency organizations (i.e., fire, police, ambulance, hospital, and poison control center) near the phone in a clearly visible place. Once the children are safe, child care providers should notify parents/guardians of the actions taken and assure them that the children are safe. Child care providers should inform parents of their children's location in the event of an evacuation.

Use a Parental Notification form to notify parents when medication is administered to their child.

Record the name of the child; the child's birth date; the date, time, amount, and name of the medication; and the name of the person who administered the medication. Ask the parent/guardian to sign a copy verifying that he/she received notification, and file it with the permission to medicate form.

Occasionally, parents may request a conference because they disagree with the way something was done or misunderstand the purpose for doing things in a particular way. When this occurs, try to view the issue from the parents' perspective and gain an understanding of how they feel. Do not become hurt or angry, or try to defend your actions.

Remember that parents want what they feel is best for their child. Keep the focus on the well-being of the child, and listen to the parent's concerns with an open mind. If parents make suggestions for a change, think about how their suggestions will affect the child.

At the conclusion of the meeting, thank the parents for coming, and tell them that you will be there to help and support them.

Remind the parents to keep you informed of any custody changes or restraining orders, and verify emergency contact information for the child before the close of the meeting.

Once you have gathered all the facts, discuss the need for a conference with the parents.

Schedule the conference at a time when both parents can attend, if possible, and find a private, comfortable place to conduct the meeting. Provide a relaxing environment with adult-size chairs. Greet the parents with a smile, and make eye contact. Establish a connection by sharing positive examples of the child's work.

Inform the parents that you are addressing concerns about symptoms you observed in their child.

Stress your concern for the welfare of the child, and the need to follow up with a trained professional. Parents may react with a variety of emotional responses. Use nontechnical terms to explain your observations in a tactful, honest manner; be positive and hopeful when presenting available options; be sensitive and understanding to the parents' reactions and questions; and listen patiently to their fears and anxieties. At the conclusion of the meeting, let the parents know that you will be there to help and support them. Schedule a follow-up conference to monitor any developments.

As a childcare provider, your first priority is the children in your care. However, it is important to maintain a good relationship with parents as well. You may observe signs that arouse suspicion of child abuse or neglect that make it necessary to talk to a child's parents. This discussion must be handled with care.

Talk to your supervisor or the director of the facility and share your observations before approaching the parents. Depending on the situation, the supervisor or director will decide if it is necessary for a social worker, pediatrician, or other professional to be present at the meeting.

If a report has been initiated, or will be filed, you must inform the parents. Explain the legal requirements and restrictions for both child care providers and parents.

Talking with parents about abuse is never easy. Remember that abuse happens in the best of families, regardless of race, gender, and income or education level. Your responsibility is to disregard any personal bias and do what is best for the child.

Reporting suspected child abuse is one of the most difficult situations facing a child care provider. Anyone can report child abuse, but a professional child care provider is required by law to report it.

The law states that those mandated to report child abuse should file a report as soon as they are aware of an abuse situation, or have reason to believe a child is being abused or has been abused at any time during the last three years.

Effective communication by child care providers can be beneficial for both children and parents. Communicating with parents about comprehensive child care programs—including child development, nutrition, health, and family services—can strengthen and support the family.

The meaningful involvement of parents in child care programs can increase the child care provider's understanding of the children in their care, and this knowledge can help improve the quality of care provided.

Schedule a conference for a time when both parents can be there, if at all possible, and arrange for a quiet room and no interruptions. Keep the conference on a professional level. Be calm, courteous, and respectful as you explain the reason for the meeting. If a child confided in you, do not say anything to reveal this to the parents.

The parents may react with a variety of emotions. Do not display any emotional response. Do not be judgmental or jump to conclusions. It is possible that the observed signs of potential abuse have a logical explanation.

An emergency plan should be organized so that its components are easy to remember. This will reduce stress during an emergency.

The plan should provide specific instructions for such situations as serious illness/injury, lost or missing children, abuse or neglect, and natural disasters. The following acronym is suggested for easy recall. P—Practice L—License A—Authorize N—Notify

Working and communicating with parents is an essential function of a child care provider.

The relationship established with parents is key in providing quality child care services for children in your care. To establish and maintain an appropriate parent-caregiver relationship, you must be aware of proper communication techniques.

When medications, either prescription or over-the-counter (OTC), are to be administered by child care staff, a parent/guardian should complete the Permission to Administer Medication form.

This form authorizes child care providers to administer the medication(s) listed on the form. A copy of the form should be kept in the facility's files.

Keep an up-to-date, signed Consent for Emergency Medical Treatment form on file for every child in the facility.

This form grants permission for emergency personnel to provide medical care to a child in the event of an emergency. If a child is injured, complete an Injury Report form. Give a copy to the parent and keep a copy in the facility's files.

Child care providers should keep classroom rosters and perform headcounts to verify the presence of each child in their care during an evacuation.

This procedure should be performed upon arrival at each new location to ensure that no one is lost in transit. Even with the utmost precautions human error can occur and children may be lost, missing, or released to an unauthorized individual. Every child care provider should learn his/her particular facility's policy concerning actions to be taken in the event that a child becomes lost or missing.

Restate the parents' suggestions to verify their concerns and your understanding of what was said. It is not necessary that you agree. What is important is that you share ideas and work together to find solutions for the child. Schedule another meeting in a few weeks to evaluate the solutions.

To close the conference, thank the parents for their willingness to work with you. Be optimistic about the outcome, and say something positive about the parents.

Every child care facility must have a comprehensive written emergency plan that addresses the management and reporting of events that threaten the health, safety, or welfare of the children and staff.

Training must be conducted periodically to ensure that all staff members know and understand the policies and procedures to be followed in the event of an emergency.

When parents disagree with or misunderstand the way something was done, child care workers should follow which of the following guidelines?

Try to view the issue from the parents' perspectives

Access control varies from facility to facility and ranges from simple to high-tech depending on state regulations. Each facility adopts its own specific procedures for identifying authorized individuals, but all programs include a procedure for "signing in" and "signing out." Some facilities issue ID cards to children to be used when signing in or out.

When parents enroll a child in a facility, they provide the names and contact information for all individuals authorized to pick up the child. Even in the event of an emergency, child care providers must not release a child to an unauthorized individual.

Because of the amount of time children spend in child care facilities, you may be the first person to observe signs that a child has special needs.

While child care providers are not expected to diagnose behavior, their knowledge of developmental milestones obligates them to identify children who may require an evaluation. Before approaching a child's parents, however, you should document your observations of several occurrences. Record the date, time, and exact events that were observed, and write down the names of any other children or adults who were involved. Documentation will make it easier for parents to accept the report, and help you remember important facts.

Be prepared to provide the following information when a report is filed:

Your name, phone number, and relationship to the child The location of the child and whether or not the child is in immediate danger Where the abuse occurred and what happened to the child A description of the child's injuries Name and address of the child, and child's parents or caregiver Information about any witnesses to the abuse Any other information that may be helpful

A child care provider should do which of the following when discussing a sensitive issue with parents?

a. Decide upon the course of action for the parent and child *b. State that any information is communicated in confidence c. Present the issue without discussion *d. Be open-minded and patient

Which of the following is the purpose of the Emergency Information card?

a. Identify the child's blood type b. Identify the child's physical characteristics *c. Identify the person to contact in the event of an emergency *d. Identify the person(s) authorized to pick up the child

Which of the following are characteristics of effective communication?

a. Passively listening to what is being shared *b. Asking questions and receiving feedback from parents on a regular basis *c. Allowing ample time for parents to express their concerns and ask questions d. Using positive and negative terminology

Which of the following measures provide extra security when releasing children who are in risky situations such as custody battles?

a. Prior phone calls before pick-up *b. Passwords *c. Photos of all individuals authorized for pick-up *d. Verification of identification