Glossary of terms

📘 Employee Onboarding Glossary of Terms

Young Innovators Academy

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Background Screening

All employees must complete background checks—including federal/state criminal history, fingerprinting, and reference verification—before working with children, in compliance with licensing standards.

📘 Glossary of Employment Terms & Personnel Policies

This glossary provides a general overview of essential employment laws and requirements relevant to childcare centers. Directors should stay up to date with federal, state, and local regulations.

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1. Employment Eligibility Verification

All employers are required to verify the employment eligibility of staff through documentation.

• Form Required: I-9 (Immigration and Naturalization Service)

• Purpose: Confirms U.S. citizenship or legal work status (permanent or temporary).

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2. Equal Employment Opportunity Act (EEOA)

This federal law prohibits discrimination in hiring based on:

• Sex

• Race

• Color

• Religion

• National Origin

📝 Applies to organizations with 15 or more employees.
⚠️ Note: Some exemptions apply to religious institutions.

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3. Equal Pay Act

• Requires equal pay for equal work regardless of gender.

• Enforced under the Fair Labor Standards Act (FLSA).

📌 Applies to all employers.

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4. Federal & State Withholding Tax Laws

• Employers must withhold income taxes from employee wages.

• Required for IRS and Virginia Department of Taxation (or your applicable state).

📄 Forms to File:

• W-4 (Federal)

• State-specific withholding form

All forms must be maintained in each employee’s personnel file.

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5. Minimum Wage & Overtime

As of 1997, the federal minimum wage was set at $5.15/hour.
Current rates may be higher based on state law.

📌 FLSA requirements include:

• Time-and-a-half pay for hours worked over 40 per week

• Child labor protections

• Overtime tracking and recordkeeping

✅ Always check the Department of Labor or your state’s labor department for current wage and hour laws.

 

📄 Probationary Period Policy

Definition:
The probationary period (also called the “try-out” period) is a defined trial period—typically 30 to 90 days—for new employees. This period provides time for both the employee and the center to determine whether there is a mutual fit between the job expectations and the individual’s performance and satisfaction.

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🧭 Purpose of the Probationary Period

✅ To evaluate whether the employee:

• Demonstrates the attitudes, skills, and work habits needed for the position

• Interacts appropriately with children, staff, and families

• Adapts to the physical and emotional demands of early childhood care

✅ To allow the employee to determine whether:

• The center’s culture and expectations align with their own values

• They find the work meaningful, sustainable, and rewarding

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📝 Key Considerations

• The probationary period is a contractual clause and should be stated in the offer letter or employment agreement.

• Either party may end employment during this period without negative impact on the staff member’s record.

• Regular check-ins and performance feedback should be scheduled during this period (e.g., at 30, 60, and 90 days).

• After successful completion, the staff member moves to regular employment status under the terms of their contract.

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📌 Director Action Steps