Parents Day Out Tuition Rates: How to Set Them for Your Program

The simplest way to set Parents Day Out tuition rates is a monthly rate for each schedule, such as 2, 3 or 5 days a week, built from what the program costs to run for a year divided by the spots you expect to fill. Start with your real costs, plan for a few empty spots, then check the number against programs near you before you publish it.

Here is a step by step way to get there, a worked example for a small church program, and the policy choices that matter as much as the number itself.

What goes into a Parents Day Out tuition rate?

Tuition has one job: cover the cost of caring for children well, with a little left over for the year that does not go to plan. Write down every cost, even the ones the church covers today, so your budget tells the truth.

• Teacher and assistant pay. In the example below it is about three quarters of the budget.
• Building use. Some churches charge rent, some ask for a share of tuition, and some give the space for free. Write down a number either way.
• Supplies, snacks, crafts, and cleaning.
• Insurance, whether your own policy or a share of the church's.
• Background checks, CPR, and other training for staff.
• Office time, software, and printing.
• Payment processing fees on online payments.
• A reserve for repairs, a slow fall, or a teacher who needs a substitute for a month.

How do you calculate Parents Day Out tuition?

• Step 1: Add up a full school year of costs from the list above.
• Step 2: Divide by the number of months you bill. A program that meets September through May bills 9 months.
• Step 3: Count your spots in child days per week. Four rooms with 10 children each, open 5 days, is 200 child days a week.
• Step 4: Plan for less than full. Budgeting at 90% of your spots leaves room for a child who moves away or a room that never quite fills.
• Step 5: Divide the monthly cost by the child days you expect to fill. That gives you the monthly cost of one day a week.
• Step 6: Multiply by each schedule you offer, round to a clean number, and decide whether longer schedules get a small discount.

A worked example for a 40 child church program

Say your church program has four rooms, takes up to 10 children per room each day, and is open Monday through Friday from September through May. Your yearly budget looks like this: $68,000 for teacher pay, $9,000 for building use, $5,000 for supplies and snacks, $2,500 for insurance, $1,000 for training and background checks, $1,500 for office and software, and $3,000 for a reserve. That is $90,000 for the year, or $10,000 a month over 9 months.

Four rooms of 10 children for 5 days is 200 child days a week. At 90% full, you plan on 180. Divide $10,000 by 180 and one day a week costs about $55.56 a month. These are example numbers to show the math, not a recommendation for your area.

Before you settle, test the rates against the mix of families you expect. If most families choose 5 days, a full week discount costs you more than it looks on paper. Run the numbers with last year's sign ups, or a best guess, and make sure the total still covers the $10,000 a month.

Should fewer days cost more per day?

Often, yes. A 2 day child holds a spot that can be hard to fill on the other days, and your teachers are paid for the whole week either way. You can handle this two ways: charge a small premium per day for short schedules, or give a small discount for the full week. Both get you to the same place. Pick one, use it every year, and explain it in a sentence on your rate sheet so parents see the reason.

Policies that matter as much as the rate

The rate is only half the job. The other half is deciding what happens in the months that are not typical. Put these in writing before registration opens.

• Tuition is a yearly amount split into equal monthly payments, so December and March cost the same as October even with holiday breaks.
• No credit for closures, sick days, or weather days, unless you choose to offer one. Say which.
• A registration or supply fee, how much it is, and whether it is refundable.
• A sibling discount, if you offer one, and which fees it covers.
• How much notice a family gives before withdrawing, and whether the last month is due.
• When tuition is due each month and how families can pay.
• A late pickup fee, if you charge one.

Once the rate is set, the next question is collecting it every month without chasing anyone. See how to collect Parents Day Out tuition without the hassle. For setting up a discount that does not sink the budget, see how to structure a sibling discount.

How to check your rate against programs nearby

Look up three to five Parents Day Out, church preschool, and part time preschool programs within a short drive, and note what they charge for the same number of days. Compare hours per day, the months they run, and what is included, such as snacks or supplies. You do not need to be the cheapest. If your number is well above the others, look at your costs again. If it is well below, you may be underpaying teachers or leaning too hard on the church's goodwill.

How LearningSense handles Parents Day Out tuition

LearningSense does not set your rates, but it can carry the monthly work once you have them. On the Grow plan, families choose 2, 3 or 5 days a week, and you set a limit on children per day. Monthly tuition goes out as automatic invoices, with autopay. Sibling discounts and waitlists are on every plan.

Families pay by card or by bank transfer (ACH) through Stripe, or pay you directly and you mark it paid. Recording cash and checks offline is on every plan. Families pay exactly what the program charges, and fees come out of the program's payout. Stripe's ACH fee of 0.8%, capped at $5, applies on top of the platform fee; for card payments Stripe's fee is 2.9% + 30 cents. The platform fee is 1.0% on Free, 0.7% on Sprout, and 0.5% on Grow and Thrive. For example, a $200 payment on Grow costs $1.60 in Stripe's fee by bank or $6.10 by card, plus a $1.00 platform fee.

You can see which features come with each plan on our pricing page. The Free plan is free forever for up to 10 families (payment processing fees apply).

If you are setting rates for next fall, take a look at learningsense.org. You can start a free 14-day trial, no card needed, set up your schedules, and see how it fits your program.