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Child Care Center Frequently Asked Questions
> How many centers are there?
There are four NIH sponsored child care centers. Three
Centers are located in Montgomery County, Maryland; two
on the main
NIH campus in Bethesda and one on Executive Blvd. in
Rockville. One center in Research Triangle, N.C. serves NIEHS.
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>What age children do the child care centers accept?
Ages range from six weeks to 12 years. Specific information
about each center can be found on the following website: http://does.ors.od.nih.gov/childcare/centers.htm.
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>Who is permitted to use the centers?
Priority is given first to parents or legal guardians who
work for NIH, then to employees of Federal agencies whose
official duty station is an NIH facility, and finally to
employees of other Federal agencies.
NIH Contractors are not eligible to use the NIH Child Care Centers.
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>Who owns the child care centers?
The NIH sponsored child care centers are each “owned” by
not-for-profit Corporations comprised of parents
whose children attend the center. Each Center has a
Board of
Directors that sets policy, approves the annual
budget and supervises the Center Director.
Additional information about each center can be found
on the following website: http://does.ors.od.nih.gov/childcare/centers.htm.
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>Who operates the child care centers?
Each Center Board has hired a qualified Director who
is responsible for the day to day operation of the centers.
This includes supervising staff, overseeing curriculum,
enrolling families, coordinating with NIH and maintaining
compliance with health, safety and program requirements.
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>How much is tuition?
Each Center sets its own tuition rate depending
on center size, ages served and program expenses.
For the most current rates see: http://does.ors.od.nih.gov/childcare/centers.htm.
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>Who decides the tuition rates?
Each Center's Board of Directors sets their annual tuition rate based on projected
expenses. 100% of the Center's operational expenditures are generated by parent
tuition and donations.
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>Is there any tuition subsidy or reduced fee?
Yes. NIH sponsors a Child Care Subsidy Pilot Program for NIH Federal employees whose total
annual household income is less than $60,000 per year. For more information
see: http://does.ors.od.nih.gov/childcare/centers.htm.
In addition, each child care center offers sliding scale or scholarship depending on
center size, ages served and program expenses. Specific tuition information can be found
in the Parent Handbook for each center.
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>Who do I contact to get information about the child care
centers?
You may call each center directly or find specific information
about each center at the website http://does.ors.od.nih.gov/childcare/centers.htm.
For general questions about the NIH Child Care Programs you may contact the Mary Ellen Savarese,
NIH Child Care Program Manager at 301-402-8180 or savaresm@mail.nih.gov
>Is it a problem to enter the NIH campus child care centers due to new security measures?
NIH employees are issued ID badges to enter campus and can use those to drop off or pick up a child.
Non-NIH parents or guardians who need to enter the NIH campus for child care reasons are issued a special ID badge and Parking Pass to permit smooth entry onto campus.
Please refer to the NIH Security's Frequently Asked Questions at: http://www.security.nih.gov for additional information and updates.
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Waiting List Frequently Asked Questions
>Why is there a waiting list for the NIH sponsored Centers?
NIH has over 20,000 employees.
The three local centers have a total combined capacity to serve 450 children.
Although NIH is working to increase center spaces, the demand
will exceed supply for the foreseeable future.
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>When should I place my name on the list?
You may apply for the waiting list as soon as you know you
are expecting a child. Registration requires a “due
date”.
Employees who indicate that they are adopting a child will be assigned a date of
application that is on inactive status until at least ten months before the desired date
of enrollment.
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>I hear that the list is very long. How long is the
wait?
The waiting list is very long. The largest demand for child care is for
children under the age of 2 years. Some children wait several months; some children
never receive a space at an NIH center.
At the request of parents, the NIH implemented new policies in March 2006 in order
to gather data and better estimate length of wait by age group.
Fortunately, NIH offers a personalized child care resource and referral service to employees,
and contractors, to assist you to identify community based child care. When you complete registration
for the waiting list you will be contacted by a child care specialist who will discuss your family
child care needs and conduct a search for programs that meet those needs.
Although the NIH child care centers are excellent, they are not the only excellent
child care options in the Washington Metropolitan area. This region is noted for high
child care licensing standards and a professional approach to the provision of
quality regulated child care. Employees should feel comfortable exploring all
options for care- near home, near work, near relatives and choose a program that
meets standards similar to the NIH centers.
The child care consultant will send you written materials to help you understand licensing
standards, program differences and quality indicators. A list of helpful questions will make
you feel more comfortable during your search and making your decision about care.
You may use alternate care while you wait for a space in an NIH Center, or may
decide that alternate care is more convenient, more affordable or more appropriate
for your family needs.
You may also use the child care referral service as often as you wish, at no cost.
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>How do I place my child’s name on the waiting list?
You may complete the on-line waiting list registration form
or call the waiting list administrator
at 1-800-777-1720
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>Who is the waiting list administrator?
NIH utilizes LifeWork Strategies, Inc. (LWS) to maintain
the waiting list database and keep information current. List
information is updated daily.
Centers use the waiting list to identify which child is
the next eligible to fill vacancies, as they occur. LifeWork
Strategies collects information and maintains data only.
All decisions about vacancies, enrollment offers and admission
to care are made by the child care centers.
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>What is my number / position on the list?
There are no “numbers” associated with the list.
Several factors affect where a child falls on the waiting
list, including the date placed on the list, the age range of the group where there is
a vacancy, the child’s date of birth, desired date
of enrollment and if the child has a sibling at the center.
The following information was written by an NIH Center Director to provide a better
understanding of the enrollment process
The process of enrolling children in the child care centers is completed by the child care
centers. LifeWork Strategies (LWS) is contracted by the NIH to maintain the waiting list to
ensure accurate information. LWS provides that information to the center administration.
Openings at the child care centers occur when another child leaves the center. This happens
throughout the year when the children “age out” of a program, leave the center for another
program or school, move out of the area, etc.
Parents of Preschoolers, Inc. (POPI) and Executive Child Development Center (ECDC) find most
enrollments are at the beginning and end of the school-year (end of August and mid-June,
respectively). At ChildKind Inc., openings occur all during the year as the oldest children turn
36 months and move to other programs.
The amount of time between the center calling the parent and the actual opening varies
anywhere from an immediate opening to 3 months.
A parent leaving the center is required to give 1 month's notice in writing. The first
person on the waiting list would have approximately 1 month before the space opens. If,
however, the first person does not accept the space, the people further down on the waiting
list would have less than 1 month. If many people are called, the timeframe could be very short.
The centers make every attempt to plan in advance for children who are becoming too old for
the program, for example, so there are times when calls may be made up to 3 months prior to an
opening.
When there is an opening at one of the centers, the center administrators must first
determine if there is another child in the center who needs that space. The number and
ages of children in each classroom is regulated by the Maryland State Department of
Education and the National Association for the Education of Young Children.
For example, if a three-year-old child leaves the program, there may be a child in a
two-year-old room who needs to transition to the older age group. Therefore, when a
three-year-old leaves, there could be a space in a three-year-old classroom or in a
two-year-old classroom.
Once it is determined where the space in the center exists, the center staff will
determine the age or birth date range for the child who will be assuming that space.
The center will then request a list from LWS of children of NIH employees who meet that age
range requirement. A birth date range can vary greatly by the space and the time of year.
For example, if a space opens August 28 in a two-year-old classroom, only children who have
turned two by August 28 would be eligible for the space. A child who will be two on October 1
would not be eligible for this space even if they have been on the waiting list for a longer
period of time. If another space opened October 3, the child born October 1 would be eligible
(the child born before August 28 would still be eligible too).
Note that the centers make the effort to actively expand the birth date ranges whenever
possible. If, perhaps, the above space that was available August 28 could be held for a child
who has been on the waiting list longer but was born September 4, the center would do so.
Using the waiting list of appropriately-aged children, the center would first check to
see if there are any eligible siblings of currently enrolled children waiting for that space.
If there are none, the center would call the first person on the waiting list based on date of
application and the desired enrollment date.
The parent has 2 business days to respond to the initial phone call or email regarding this
space. As long as the response is within the 2 days, the parent will then schedule a tour of the
center if they have not already. Although there is no pre-defined timeframe for this visit,
it is usually scheduled within 2 days. A decision accepting or declining the space is expected
the morning after the tour of the center.
The center administrator will not call for a current space in the center if the parent has
indicated they do not want a space more than two months in the future. It is important to keep
an accurate desired enrollment date.
For example, if the center calls on a Thursday at 2:30 p.m., the parent has until Monday
at 2:30 p.m. to return the call. If the parent tours the center on Tuesday at 10:00 a.m., the
center will expect a decision by Wednesday morning.
If the first parent declines, the center would call the second person on the waiting list
based on date of application and the desired enrollment date, then the third person on the list,
then the fourth, etc.
The center then reports all of the information regarding calls made, enrollments, and declines
to LWS for data entry. Anyone not returning a phone call or not showing up for an appointment is
noted as having declined the space.
Any parent who declines two times will be given a new application date that coincides with
the date of their second decline. That means if a parent declines two times, they go back to the
bottom of the waiting list.
It is imperative for parents to keep the desired enrollment date accurate to avoid enrollment
offers at inopportune times that will result in declining frequently. Parents can do this by
contacting the waiting list manager at 1-800-777-1720.
To summarize, who the centers call on the waiting list is based on the following conditions
in the order listed below. These very important criteria often make it so that families may not
be offered space even if they have been on the waiting list for a longer period of time.
- The Age of the Child
The first family on the waiting list whose child meets the age requirement will be called. Even if a child is first on the waiting list, if they are 14 months old and the opening is for children 9-12 months old, they will not be called.
- Sibling Status
NIH parents who have a child currently enrolled in the center get “sibling priority” for their other children.
- Position on Waiting List
The first child on the waiting list who meets the age requirement for that space will get the first offer.
- Desired Enrollment Date
Anyone whose desired enrollment date is significantly in the future (more than two months) will purposely be skipped. This avoids parents declining spaces unnecessarily.
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>How do children get priority enrollment?
Highest priority in the enrollment process will be given to children of NIH employees who have siblings currently enrolled. This applies only to the ceter in which the sibling is currently enrolled.
Priority is given next to parents or legal guardians who
work for NIH, then to employees of Federal agencies whose
official duty station is an NIH facility, and finally to employees
of other Federal agencies.
NIH Contractors are not eligible to use the NIH Child Care Centers.
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>If both parents work for the NIH, do they get more priority?
No.
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>Do I have a better chance getting my child in the center
if s/he is on all three centers ’ lists?
No. Each center receives independent data about the names
of children waiting for space in that center.
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>Why did my co-worker’s child get a space
before my child when they put their name on the
waiting list after me?
The child may have had a sibling already enrolled at
the center. More likely, the center had an opening in
a certain age group and your co-worker’s child was in that
age range.
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>Can a contractor get on the list?
Contractors are not eligible for NIH child care centers,
so, we do not include contractor names on the Waiting List.
Contractors may utilize the NIH Resource and Referral service
to locate alternative child care by calling 1-800-777-1720.
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Enrollment Process Frequently Asked Questions
>I understand the process can be confusing. Can you provide a better understanding of the enrollment process?
The process of enrolling children in the child care centers is completed by the child care centers. LifeWork Strategies (LWS) is contracted by the NIH to maintain the waiting list to ensure accurate information. LWS provides that information to the center administration. Openings at the child care centers occur when another child leaves the center. This happens throughout the year when the children “age out” of a program, leave the center for another program or school, move out of the area, etc.
Parents of Preschoolers, Inc. (POPI) and Executive Child Development Center (ECDC) find most enrollments are at the beginning and end of the school-year (end of August and mid-June, respectively). At ChildKind Inc., openings occur all during the year as the oldest children turn 36 months and move to other programs.
The amount of time between the center calling the parent and the actual opening varies anywhere from an immediate opening to 3 months.
A parent leaving the center is required to give 1 month's notice in writing. The first person on the waiting list would have approximately 1 month before the space opens. If, however, the first person does not accept the space, the people further down on the waiting list would have less than 1 month. If many people are called, the timeframe could be very short.
The centers make every attempt to plan in advance for children who are becoming too old for the program, for example, so there are times when calls may be made up to 3 months prior to an opening.
When there is an opening at one of the centers, the center administrators must first determine if there is another child in the center who needs that space. The number and ages of children in each classroom is regulated by the Maryland State Department of Education and the National Association for the Education of Young Children.
For example, if a three-year-old child leaves the program, there may be a child in a two-year-old room who needs to transition to the older age group. Therefore, when a three-year-old leaves, there could be a space in a three-year-old classroom or in a two-year-old classroom.
Once it is determined where the space in the center exists, the center staff will determine the age or birth date range for the child who will be assuming that space. The center will then request a list from LWS of children of NIH employees who meet that age range requirement. A birth date range can vary greatly by the space and the time of year.
For example, if a space opens August 28 in a two-year-old classroom, only children who have turned two by August 28 would be eligible for the space. A child who will be two on October 1 would not be eligible for this space even if they have been on the waiting list for a longer period of time. If another space opened October 3, the child born October 1 would be eligible (the child born before August 28 would still be eligible too).
Note that the centers make the effort to actively expand the birth date ranges whenever possible. If, perhaps, the above space that was available August 28 could be held for a child who has been on the waiting list longer but was born September 4, the center would do so.
Using the waiting list of appropriately-aged children, the center would first check to see if there are any eligible siblings of currently enrolled children waiting for that space. If there are none, the center would call the first person on the waiting list based on date of application and the desired enrollment date.
The parent has 2 business days to respond to the initial phone call or email regarding this space. As long as the response is within the 2 days, the parent will then schedule a tour of the center if they have not already. Although there is no pre-defined timeframe for this visit, it is usually scheduled within 2 days. A decision accepting or declining the space is expected the morning after the tour of the center.
The center administrator will not call for a current space in the center if the parent has indicated they do not want a space more than two months in the future. It is important to keep an accurate desired enrollment date.
For example, if the center calls on a Thursday at 2:30 p.m., the parent has until Monday at 2:30 p.m. to return the call. If the parent tours the center on Tuesday at 10:00 a.m., the center will expect a decision by Wednesday morning.
If the first parent declines, the center would call the second person on the waiting list based on date of application and the desired enrollment date, then the third person on the list, then the fourth, etc.
The center then reports all of the information regarding calls made, enrollments, and declines to LWS for data entry. Anyone not returning a phone call or not showing up for an appointment is noted as having declined the space.
Any parent who declines two times will be given a new application date that coincides with the date of their second decline. That means if a parent declines two times, they go back to the bottom of the waiting list.
It is imperative for parents to keep the desired enrollment date accurate to avoid enrollment offers at inopportune times that will result in declining frequently. Parents can do this by contacting the waiting list manager at 1-800-777-1720.
To summarize, who the centers call on the waiting list is based on the following conditions in the order listed below. These very important criteria often make it so that families may not be offered space even if they have been on the waiting list for a longer period of time.
- The Age of the Child
The first family on the waiting list whose child meets the age requirement will be called. Even if a child is first on the waiting list, if they are 14 months old and the opening is for children 9-12 months old, they will not be called.
- Sibling Status
NIH parents who have a child currently enrolled in the center get “sibling priority” for their other children.
- Position on Waiting List
The first child on the waiting list who meets the age requirement for that space will get the first offer.
- Desired Enrollment Date
Anyone whose desired enrollment date is significantly in the future (more than two months) will purposely be skipped. This avoids parents declining spaces unnecessarily.
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>How are enrollment selections made from the list?
Centers enroll children for specific age groups, using licensing
requirements to determine ages of children permitted in certain
size groups (the younger the child, the smaller the group).
So, Centers enroll based on children’s age.
Within a specific age group, parents are called on a first-come,
first-served basis, using the date they were placed on the waiting
list, their desired date of enrollment, and in accordance with
the priority order mentioned above.
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>Do Centers have “peak” enrollment times, when
there are many openings?
Enrollment occurs year-round. However, specific centers may
have “peak” times.
Executive Child Development Center reports: “Although
there are occasional openings throughout the year, the
beginning of the school-year (end of August or beginning
of September) creates many enrollment openings. The end
of the school-year (mid-June) also brings about openings.”
ChildKind, Inc. reports: “Openings occur all during the year as our oldest children turn 36 months and move to other programs”.
Parents of Preschoolers, Inc. (POPI) reports: "Although enrollments occur at all times during the year, most enrollments are during June and August”.
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>Who will contact me about an opening?
The child care center staff will contact you via telephone
or e-mail, so keep your contact information up-to-date. If you are out of the office for an extended period of time, such as vacation or maternity leave, please make sure it is indicated on your voice and e-mail.
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>How much advance notice do I receive if there is an opening
for my child?
Centers try to give parents as much notice as possible, however,
in the event of an unexpected vacancy, the center director
will work with you to accommodate the specific situation.
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>How much time do I have to make up my mind about accepting
a space when it is offered?
Once you receive notice of a vacancy from the center, you
will have 48 hours (two business days) to respond to the center.
If you do not respond to the notice within 48 hours, you
will be considered as having declined the space.
If you have not visited the center previously, an appointment
will be made. The amount of time permitted to parents to make
up their mind about accepting the space is negotiable and left
to the discretion of the center.
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>What happens if I decline a space?
Each family is permitted one free decline.
When a family is contacted by a center and offered a space, and the space is declined, this information will be noted in your record as your first decline. It is the family's responsibility to notify the center of your intentions to either accept or decline the space. If the family fails to respond to the center, this will be noted in your record as a decline.
When you are contacted a second time by either the same center or another center and the space is declined, this information will be noted in your record as a second decline. The child's name will be given a new application date - the date of the second decline. That is why the Waiting List Specialist encourages employees to review information and desired date of enrollment on a regular basis.
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>What happens if I leave NIH?
If you are no longer an NIH or Federal employee, you are
not eligible for a space in an NIH sponsored center. Your
name will be removed from the waiting list.
If you already have a child enrolled in a center, you will
be given a two month “grace period” to make other
arrangements for care.
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>Who do I call to find out about the likelihood of a space
becoming available?
Call the center directly.
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>Who do I call if I have a question about the waiting list
or wish to update my information?
Call the waiting list administrator at 1-800-777-1720.
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>How do I schedule a tour of one of the centers?
Call the center directly.
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>Who do I contact to get information about NIH child care
and the waiting list?
Call the center directly or find specific information about
the centers at the website http://does.ors.od.nih.gov/childcare/centers.htm.
View the On-line Wait List
Information page.
For general questions about NIH Child Care Programs call
the NIH Child Care Program Manager,
Mary Ellen Savarese at 301-402-8180 or savaresm@mail.nih.gov
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