Written Plan for Continuity of Care

Business Continuity

Business continuity, sometimes referred to as continuity of operations planning (COOP), involves being able to resume normal operations after a disruptive incident, such as an emergency or natural disaster.

A b usiness  continuity plan  helps answer questions like:

• Would your program survive  if you had to close for one week due to an emergency ? What about one month or longer?
• Would parents be able to find care for that time while you were closed?
• How would you pay staff? Utilities? Rent or mortgage?

The Importance of Business Continuity in Child Care Programs

After an emergency, having safe child care  available allows individuals and communities to recover faster. If child care  providers plan in advanc e , before an emergency, they can reopen easier after damage or closure.

Business continuity planning should be included in a child care program's comprehensive written all-hazards emergency plan.

Continuity of operations planning is a CCDF  requirement for child care  providers. Some state licensing entities require business continuity or COOP plans. It is also recommended  in Caring f or Our Children .

Business Continuity Planning Topics

To  prepare for child care  program business continuity, the following topics should be considered :

• Protection of vital records (both child records and business records)
  • Protect paper records from water or fire damage
  • Consider converting documents to electronic records and store them off-site or on a web-based server
• Back-up caregivers or alternate child care  locations
  • Find  locations that may be possible places  to operate  if your child care  site is damaged
  • Consider another child care  program that may be able to care for children if necessary
  • Be sure to talk your state licensing to figure out  what steps must be taken  before operating  at an alternate site
• Policies on parent payments during closures
  • Decide in advance if parents will have to pay during closures due to an emergency
  • Include the policy in your contract with parents
• Policies on paying employees during closures
  • Decide in advance if employees will be paid  during closures due to an emergency
  • If you will be paying employees, figure out  where those funds will come from
• Inventory of equipment
  • Complete a  thorough  inventory of child care equipment, furnishings, and supplies, as well as administrative equipment at least once a year (including purchase price)
  • Take pictures or video of the items
• Insurance coverage
  • Make sure your insurance coverage is adequate for your business
  • How Insurance Protects You in an Emergency  offers more  guidance
• Establis hing an emergency fund
  • It is recommended  that you have enough money to cover all insurance deductibles as well as basic living expenses for at least three months

Review Reducing the Financial Toll of Emergencies  for more  recommendations on many of these topics .

COVID-19 and Business Continuity

The COVID-19 pandemic serves as an example of the importance of planning ahead for business continuity. Many child care  providers have been severely impacted  by COVID-19 . Policies on parent and staff payments during closure  o ften were not in place . Loss of income due to closing or reduced enrollment had a significant impact as well. While the challenges of the pandemic probably could  not have been avoided , having a business continuity plan in place may have made it a little easier.

The pandemic also brings about other questions to consider when it comes to business continuity, including:

• Will your hours of operation need to change?
• How will you staff your program if employees must quarantine?
• How will you ensure you have adequate supplies (cleaning and paper products, for example)?
• Will you need to modify  your child care  space due to health or safety guidance ?
• Are you encouraging parents to think of back up child care  options in the event you must close temporarily due to illness?

P reparing  for Business Continuity

If you have a business continuity plan in place for your child care  program, be sure to keep it updated. If you do not have a business continuity plan, consider the topics above to get started . It is never too late to start thinking about business continuity for your child care  program.

Your local CCR&R  can be a great resource to help you create or update a business continuity plan.

Child Care Aware^® of America Resources

• Business Continuity
• Emergency Child Care & Technical  Assistance Center  (ECCTAC)

Topics: Business Operations for CCR&Rs, Professional Development, Health & Safety

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Source: https://info.childcareaware.org/blog/business-continuity-planning-for-child-care

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