# Staff handbook

Source: https://backpr.com/resources/templates/staff-handbook. Last updated: 2026-10-19.

An outline for your staff handbook with sample wording on pay, conduct, child protection, safety and confidentiality, ending with a signed acknowledgment.

Free download: PDF https://backpr.com/media/templates/backpr-staff-handbook.pdf · Word https://backpr.com/media/templates/backpr-staff-handbook.docx

> Replace everything in [brackets], delete what doesn't apply and add your own policies. Employment rules vary by state and city, so have a lawyer or HR advisor review your final handbook.

**Welcome and mission**
Welcome to [Program name]. Our mission is [mission]. This handbook explains what we expect of you and what you can expect from us. It isn't a contract, and we may update it.

**Employment basics**
- Employment type: [seasonal, part-time or full-time, and at-will if that applies in your state]
- Before you start: background check, [required health forms] and training
- Introductory period: [length]
- Equal opportunity: We hire and treat staff without regard to [race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age, disability, genetic information, military service or any other status protected by law].

**Schedule, time and pay**
- Payday: [schedule]
- Clocking in and out: [method]. Record all time worked, including training and meetings.
- Breaks and meals: [policy]
- Overtime: [policy]
- Calling out: Tell [name] by [method] at least [number] hours before your shift. Ratios depend on you.

**Code of conduct**
- Be on time, prepared and focused on the children.
- Use positive language. Never yell at, shame or physically punish a child.
- No alcohol, drugs, smoking or vaping at work or around children.
- Dress code: [dress code]
- Personal phones: [rule]
- Treat coworkers and families with respect. Harassment of any kind isn't allowed.

**Child protection**
- Never be alone with a child out of sight of other adults. [Your rule, such as keeping doors open or staying in groups of three or more.]
- Supervise bathrooms, changing and transitions as you were trained.
- No private messages, social media connections, gifts or rides with children outside the program.
- Report suspected abuse or neglect as you were trained and as [state] rules require, and tell [director] right away.
- Report any staff behavior that worries you. You won't be punished for reporting in good faith.

**Supervision and safety**
- Know where every child is. Do a headcount at every move.
- Keep ratios: [ratio for each age group].
- Follow the emergency action plan and know the meeting spots.
- Release children only to authorized adults, and check photo ID.
- Fill out incident reports the same day.

**Health and medication**
Only trained staff give medicine, following the medication policy and log. Stay home if you're sick with [symptoms]. Tell the director about any injury at work right away.

**Confidentiality and social media**
Keep information about children and families private. Don't post photos, names or stories about children on your personal accounts. Use program photos only as the photo release list allows.

**Working with families**
Be friendly and professional. Talk to [the director] before you raise a serious concern about a child with a family. Never discuss other children with a family.

**Concerns and complaints**
If you have a concern about your job, talk to [supervisor]. If it's about your supervisor, go to [next person]. [Steps and timeline for a formal complaint.]

**Discipline and leaving the job**
We usually address problems with [a conversation, then a written warning, then termination]. Serious issues, such as harming a child, using drugs or alcohol at work or leaving children unsupervised, can lead to immediate termination. If you plan to leave, please give [notice period] notice.

**Acknowledgment**
I have received and read the staff handbook, and I'll follow its policies. I understand it may change and isn't a contract of employment.
- Printed name: ______
- Staff signature: ______
- Date: ______

### How to use it
- Write child protection, supervision and emergency rules in plain language, and train on them instead of just handing them out.
- Check your state's licensing rules and employment rules on pay, breaks, overtime, background checks and staff ages.
- Give every staff member a copy before their first shift, and keep the signed acknowledgment in their file.
- Update it each year and tell staff what changed.

**What should a staff handbook for a camp or after-school program include?**
Job basics, schedule and pay, code of conduct, child protection, supervision and safety, medication, confidentiality and social media, how to raise concerns, discipline and a signed acknowledgment.

**Does a small program need a staff handbook?**
Yes. Even a short handbook protects children and your program by putting the rules in writing before anyone works with kids. Start with child protection, supervision, emergencies and pay, then add more as you grow.

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.