Each nanny job position is as unique as the family that employs them. The key to a successful childcare arrangement is clear and detailed communication…and writing it down! No one can remember it all.
This template has been created for the nanny employer to complete to better describe to candidates their childcare needs and define in detail the job expectations, responsibilities, rate, and benefits offered. Alternatively, it can be completed by the nanny with his or her new employer.
Included at the bottom is a section that is to be filled out and sent if the family wishes to extend a job offer. Upon acceptance, there is room for signatures at the bottom so this document can serve as a work agreement.
DOB of Children: ➥
Father Cell #: ➥
Father Work #: ➥
Mother Cell #: ➥
Mother Work #: ➥
Emergency Numbers: ➥
Children’s interests and hobbies: ➥
Special needs: ➥
Discipline plan or child-rearing philosophy: ➥
The nanny should bring to the interview:
- List of references (names and their contact information)
- Other: ➥
- Hours and days: ➥
- Will hours fluctuate (regularly, during summer, holidays, etc)? ➥
- Define how much advance notice will be given if nanny is asked to stay over, change hours, days, etc: ➥
- Define maximum number of hours per week: ➥
- Is there a guaranteed minimum hours/pay? ➥
Ex: will you compensate for unexpected days off that nanny does not initiate (such as family time off for vacation, when grandparents come to town or parents take the children to visit relatives, etc.)?
- Will other duties be required during the time childcare is not needed? If so, please describe: ➥
- How will the work schedule be communicated? ➥
- Text, hand written, Google calendar, email, etc ➥
THE WORK ENVIRONMENT
- Location the childcare will take place: ➥
- Occupation of the parent(s): ➥
- Do either of the parents work at home? ➥
- If the parents work at home, what are the guidelines? ➥
- Other adults, besides the parents, living in the home: ➥
- Other household staff/helpers: ➥
- About the home and the neighborhood: ➥
- Is there an anticipated move in the near future? ➥
- Is there a nanny camera in place? ➥
- Does the family plan to get one? ➥
- Will you inform your nanny if you do? ➥
- Is there a house alarm, gated entry or other system that requires a code? ➥
- Children’s schedules (who makes it- parents, nanny, or combined effort?) ➥
- Are spontaneous activities, outings, playdates, etc permitted? ➥
- Preference on updates/check-ins throughout the day ➥
- Text, email, app, etc
- Should a daily record of activities, diet, sleep, etc be kept? ➥
- What are the household rules? ➥
- Are any rooms of your house off limits to children or nanny? ➥
- Are guests allowed, such as other nannies and moms with age appropriate children for play dates? ➥
- Are there any other household restrictions due to religion, personal preference, food allergies, etc? ➥
- Do you expect your nanny to participate in any religious teaching or practices (prayers at mealtime, bedtime, holiday practices, etc)? ➥
- What values do you want taught and reinforced in your children? ➥
- Is religion a part of your daily life? ➥
- Will your nanny be expected to travel with you? ➥
- Will your nanny be required to pack the children’s bags for trips? ➥
- Do you ever travel without your children, and if so, what arrangements are made for them? ➥
- Will your nanny be expected to stay with the children while you travel? ➥
- What were your best and worst experiences with your previous childcare? ➥
- If you’ve had a previous Nanny, what did your family like most about the nanny? What did you like least? ➥
Nanny Specific Space
- Is there any sort of dress code for the nanny (i.e., no jeans)? ➥
- Will there be a nanny workstation − desk area for files, bulletin board, monthly calendar, computer with high-speed internet connection? ➥
- Be on time for work day.
- Tardiness is considered more than ➥_____ minutes late.
Persistent tardiness may be grounds for termination.
- Other than appropriate music channels or other appropriate programming approved by the family, television and phone use for personal use by the nanny should be limited to naptime except in emergency situations.
- The nanny will agree to receive the following vaccinations: ➥
- The nanny will provide the family with proof of receiving such vaccines and/or results from such medical tests, and the family will reimburse the nanny for these expenses if not covered by health insurance.
- In the event the child(ren) fall ill, the nanny will still provide care unless: ➥
- No visitors, including family members of the nanny or other family members of the family will be allowed in the house without prior approval from family.
- No other children will be allowed on premises without prior approval of family.
- Smoking, consumption of alcohol or illegal substances while on duty is strictly prohibited.
- The nanny agrees to abstain from bringing cigarettes, alcohol or any illegal substance to the workplace.
- The nanny is to keep CPR and First Aid certification current and provide copies to the family.
- The family will reimburse the cost when presented with the receipt.
- Family to be notified as soon as possible of any urgent or emergency situations.
- The family and nanny will assess the spaces in which the child(ren) will be cared for. All parties understand this will be an ongoing process as different concerns may arise for different children or with different developmental milestones. Parties agree to be cognizant, receptive, and accommodating to safety concerns to promote the well-being of the child(ren).
- The family attests there are no firearms in their home
- Firearms in a locked safe are located ➥________ that cannot be accessed by the child(ren).
- The nanny will call 911 for life-threatening or other potentially life-threatening emergencies.
- The nanny will call Poison Control if a child ingests or has potentially ingested something that could be harmful. Poison Control: 1-800-222-1222.
Nanny duties widely vary by employer. But as similar to all industries, rates climb with greater responsibility.
- How would you describe the “ideal nanny” for your family? ➥
- Can you define your idea of your nanny’s role in your family? ➥
Related to Child(ren)
- Define duties related to child(ren)
Ensuring the safety and well-being of the child(ren) is top priority. Providing satisfactory general care of the child(ren) is more important than cleaning up after the child(ren). The nanny will perform other duties only to the extent that it does not distract from providing satisfactory general care.
Select all those that apply: ➥
- Preparing and providing meals to the child(ren)
- Administering medication as directed and ONLY as directed
- Bathing the child(ren) when requested or when the child has become so soiled that cleanup with wipes or a washcloth is insufficient
- Limit TV and/or screen time to ➥ _______ minutes per day
- Engage the child(ren) in stimulating and educational activities including, but not limited to, outdoor play, reading, singing, playing music, carrying out creative and age-appropriate activities, and participating and supervising the child(ren) in activities out of the family’s’ homes, such as walks, playgroups, and library time or other kid-friendly community activities as approved by families
- Maintaining sleep schedule of the child(ren) as directed
- Making children’s bed or assisting/prompting child when age appropriate
- Washing children’s bedding
- Taking children to doctor appointments
- Cleaning up after the child(ren) during working hours and directing the child(ren) to help with age-appropriate pickup.
- Washing bottles and doing dishes used during working hours
- Sanitizing play areas and diaper changing areas
- Laundry for children
- Other, please define:
It is of the highest importance that the nanny provides a secure and loving environment for the Child(ren). Tasks related to safety and well-being take precedence over all others.
Related to Family/Household
The following tasks are typically the responsibility of a “family assistant”. Family assistants are generally compensated at a rate of $5+ more per hour than a nanny.
Select all those that apply: ➥
- Dishes used by family while nanny is off duty
- General tidying of mess made while nanny is off duty
- Mopping/steam cleaning
- Cleaning toilets
- Laundry for entire family
- Meal planning for the entire family
- Cooking for the entire family
- Grocery shopping. If checked, what financial arrangements will be made to facilitate the shopping?
- Other, please define:
- Will job description change during different times of year or with a schedule change? ➥
- Do you plan on having more children? ➥
- Will the nanny receive a pay increase with the addition of a new baby?
- Nanny will not be required to transport the child(ren).
- If checked, define how nanny should transport child(ren) in case of emergency:
- Car will be provided for nanny to transport the child(ren).
- If checked:
- Nanny is covered by family’s car insurance plan
- If checked:
- Nanny will be expected to transport children in their own car.
- If checked, select one:
- Family will reimburse for the upgraded car insurance plan to cover driving while on duty (commercial use) rather than personal use only.
- If checked, select one:
- Nanny will be required to pay for the upgraded car insurance plan to cover driving while on duty (commercial use) rather than personal use only.
Copies of proof of insurance provided.
- Who will pay costs for maintenance and gas? ➥
- Describe where the nanny is permitted to transport child(ren): ➥
- In the event of an accident, deductible will be met by: ➥
- Age-appropriate car seats for child(ren) will be provided by the family and are to be used at all times.
COMPENSATION AND BENEFITS
- Regular hourly rate: ➥
- If family requires care of their child(ren) more than 40 hours per week, family agrees to comply with state and/or federal regulations on overtime pay.
- Family will provide the nanny a W-2 no later than January 31st each year.
- Route of payment and when (weekly/biweekly): ➥
- Describe any other benefits, such as health insurance stipend, mileage reimbursement, meals, continuing education stipend, bonuses, etc: ➥
- Performance appraisals will be performed annually on or around the employment anniversary date.
- A cost of living raise of 1-3% increase is guaranteed, but additional raise may be determined by merit.
- If family has another child, the rate will increase by 10-15%
Paid Time Off ⼁Unpaid Time Off
Describe paid days off. Standard is a minimum of 2 weeks per year (number of days depending on whether the employee is part-time or full-time).
- Number of paid days off per year: ➥
- Time frame that paid days off will accrue: ➥
If the nanny has not accrued paid days off, any time off will be unpaid.
- Define unpaid days permitted or number of unpaid days permitted per year: ➥
- Define unacceptable absenteeism: ➥
Unacceptable absenteeism may be grounds for termination.
Commonly recognized holidays: New Year’s Day, MLK Day, President’s Day, Good Friday, Memorial Day, July 4th, Labor Day, Rosh Hashanah, Columbus Day, Veteran’s Day, Thanksgiving, Hanukkah, Christmas Eve, Christmas, New Year’s Eve.
- Nanny may be required to work these holidays: ➥
- Describe if there is any unique holiday compensation: ➥
Time Off Requests
Describe here how many days in advance the family would like for the nanny to put in a request for time off. Describe how the nanny should notify family if an unforeseen day off is needed for illness or emergency. How many hours in advance is requested?
* Note: It is recommended for the family to have several backup childcare options in place for such events.
- Requests for days off should be submitted:
- By email, text, verbally ➥
- How much in advance? ➥
- If nanny needs an unforeseen day off for illness or personal reason:
- Describe protocol: ➥
- Describe how the nanny is covered by their homeowner’s or renter’s insurance in the event nanny is injured on their property and/or workman’s compensation is set up. ➥
- If the nanny brings her/his own child to the family’s home- describe how the child of the nanny is covered in the event of injury on their property: ➥
ADDITIONAL ITEMS FOR LIVE-IN NANNY
- Accommodations provided (room, bath, etc.)? ➥
- If a separate apartment, how will grocery expenses be handled? ➥
- Who is responsible for cleaning the area and by what standards? ➥
- Describe how days/hours off will be respected/protected: ➥
- Will moving expenses upon accepting and completing the position be provided?
- During the course of employment, the nanny may see, hear or otherwise become privy to information about the family. It is understood and agreed that all information relating to the family, including, but not limited to, financial, medical, household, or career information, is confidential and may not be disclosed to anyone without the written consent of the undersigned parents of the family. It is also understood that a failure to abide by this agreement may, at the family’s discretion, result in immediate termination.
- Photos and information are not to be shared on social media without consent from the Family.
- The obligations of the nanny under this clause survive termination of this agreement.
CHANGE OF TERMS
- Any change of terms including the number and names of the child(ren) under the nanny’s care, will be documented and agreed upon by all parties.
EMPLOYEE ENGAGEMENT AND PERFORMANCE REVIEWS
- Review to be held 1 month after start date
- 3 months after start date
- In the event of the birth of another child or changes
TERMINATION OF EMPLOYMENT
- Any party to this agreement must give 4 weeks written notice to terminate the agreement, unless the termination is for material breach of the agreement including, but not limited to, circumstances where the child(ren)’s safety is compromised, failure to report any illness or injury of the child(ren) (no matter how minor) to the appropriate family, nonperformance of duties, dishonesty, lying, theft, persistent tardiness or absenteeism, smoking/alcohol/drug use while on duty, or violation of the confidentiality clause. The family has a 30-day probationary period, during which time employment may be terminated for any reason.
- Severance: The family does not have any policy for payment of severance pay on termination.
- Date: ➥
Any Previous Names Held:
Emergency Contact Numbers:
- Contingent upon reference checks and a background check with motor vehicle record check performed at family’s expense
- Working interview or trial day(s)
THE ABOVE TERMS HAVE BEEN AGREED TO BY THE PARTIES LISTED BELOW:
Printed Name: ➥
Signature: ➥ _________________________________________________________
Printed Name: ➥
Printed Name: ➥