Illness Management Policy Samples

Covid/ Pandemic Illness Policy Samples:

Any child who has had contact with another individual that needs to be in quarantine and/or isolated for an infectious disease will be excluded from (business) whether they are displaying symptoms or not. It is the responsibility of the child’s guardian to inform the (business) if this situation arises. Quarantine means the individual in question has been told to stay in a specific designated location (i.e., home) away from others for the purpose of observing and monitoring their health status for the development of symptoms. Quarantine is used for people who are not sick and is similar to, but not the same as, isolation, which is used when a person is sick. Returning to the program will follow the routine for any illness requiring a written clearance by the child’s healthcare professional for any infectious disease before allowing the child to return to the program. This written clearance will be added to the record/file maintained by (business) on the child. Children may not return to care until agreed to by (business name)

(Business) minimizes the spread of potential infectious diseases between children and staff by excluding children who may have an infectious disease or are too ill to attend the program and facilitating the prevention and effective management of acute illness in children.(business) recognizes that children might be brought to care without symptoms or signs of illness or while in care suddenly develop an illness that has not been diagnosed by a doctor, and that might be potentially infectious or potentially life threatening for the child. Symptoms may not clearly fit those listed in exclusion diseases making it difficult for (business) to decide whether to accept or exclude the child from the program. Many illnesses, while not fitting exclusion criteria, can transmit disease to other children in care, and many non-exclusion diseases can make a child too ill to participate in normal care activities.

If an infectious disease arises at the service, we will respond to any symptoms in the following manner:

  • Isolate the child from other children.
  • Ensure the child is comfortable and appropriately supervised by staff.
  • Contact the child’s guardian. If the child’s parents are unavailable the next nominated individual will be contacted. The contact will be informed of the child’s condition and asked to collect the child from the program as soon as possible. Any individual picking the child up must be approved by the child’s guardian and be able to show identification.
  • Ensure all bedding, towels and clothing which the child has used is disinfected. These items will be washed separately and if possible, air-dried in the sun.
  • Ensure all toys used by the child are disinfected.
  • Ensure all eating utensils used by the child are separated and sterilised.
  • Provide information in the child’s home languages to the best of our ability.
  • Inform all the families with children in the program and staff of the presence of an infectious disease.
  • Ensure confidentiality of any personal health related information obtained by (business) in relation to any child or their family.
  • If a child or staff member has been unable to attend the program because of an infectious illness, the individual must provide a doctor’s certificate, which specifically states the child/staff member is able to return to the service.
  • All immunocompromised children will be excluded for the recommended medically minimum periods of exclusion.

Pandemic Response Plan / Responsibility of Licensee

  • Be aware of and review federal, state and local health department pandemic influenza plans. Incorporate appropriate actions from these plans into my disaster response plan.
  • Prepare and plan for operations with a reduced workforce, if have staff.
  • Develop a sick leave policy that does not penalize sick employees, thereby encouraging employees who have influenza-related symptoms (e.g., fever, headache, cough, sore throat, runny or stuffy nose, muscle aches, or upset stomach) to stay home so that they do not infect other employees. Recognize that employees with ill family members may need to stay home to care for them.
  • Plan for downsizing services but also anticipate any scenario which may require a surge in services.
  • Stockpile items such as soap, tissue, hand sanitizer, and cleaning supplies. Be aware of each product’s shelf life and storage conditions (e.g., avoid areas that are damp or have temperature extremes) and incorporate product rotation (e.g., consume oldest supplies first).
  • Plan how to provide staff, guardians and children with easy access to infection control supplies, such as soap, hand sanitizers, tissues and cleaning supplies for use within your facility.
  • Provide training, education and informational material about health and safety, including proper hygiene practices.
  • Assuring timely and accurate communication will also be important throughout the duration of the pandemic in decreasing fear or worry. 
  • Educate and train employees in proper hand hygiene, cough etiquette and safe cleaning techniques. 

Pandemic Response Plan (sample) to be included with your Emergency Preparedness Plan

  • Follow (business name) written illness management policy
  • Sick employees will be sent or remain at home.
  • Ratios will be maintained by substitute staff or limiting availability for care.
  • Hands will be frequently washed with soap and water. When soap and water is not readily available hand sanitizer (minimum 60% alcohol) will be used.
  • Avoid touching noses, mouths, and eyes.
  • Covering coughs and sneezes with a tissue, or to cough and sneeze into their upper sleeves if tissues are not available. Wash hands or use a hand sanitizer after they cough, sneeze or blow their noses.
  • Provide guardians with tissues and trash receptacles, and with a place to wash or disinfect their hands, upon entrance to your program.
  • Standard cleaning of surfaces. Use only disinfectants registered by the U.S. Environmental Protection Agency (EPA), and follow all directions and safety precautions indicated on the label.
  • Eliminate visiting to program by anyone other than a guardian for drop-off/pick-up.
  • Follow federal/state/local requirements for a required closing of child care programs.

Notice of COVID-19 Positive Test


To: Parents/Guardians

(business name) put protocols in place to operate within state and federal guidelines from the Centers for Disease Control & Prevention to prevent the spread of COVID-19. Recently, these protocols led to detection of symptoms exhibited by a (provider, child, as appropriate) who later tested positive for COVID-19. (Business name) is working closely with the Mainee CDC regarding testing and evaluation of any potentially impacted staff and children. We have also directly contacted all staff and guardians of children who may have been impacted by this.

A reminder that (business name) is following guidelines from the CDC. (Business name) will continually reassess the situation and update all guardians of children within the program as necessary.

Thank you,