When Life Happens: Nanny & Family Contingency Protocols for Illness and Inclement Weather
As we head into the colder months, it’s officially sickness season! Families and nannies alike know that colds, flus, and winter storms can quickly disrupt even the most consistent routines. That’s why it’s so important to have a clear contingency plan in place — one that prioritizes both the family’s reliability and the nanny’s safety and well-being.
Why Having Protocols Matters
Contingency and backup plans create order, safety, and peace of mind for everyone involved. They ensure that both families and nannies know what to expect when illness or bad weather strikes, reducing stress and avoiding misunderstandings.
These guidelines are about more than logistics — they reflect professionalism, mutual respect, and trust, which are the foundation of a strong, long-term relationship between a family and their nanny.
When developing these protocols, it’s helpful to consider both perspectives:
Families value reliability and continuity of care for their children.
Nannies need to feel supported in protecting their health, safety, and work-life balance.
When both sides approach planning with empathy, it leads to better communication, stronger relationships, and higher nanny retention.
Communication Is Key
Open, ongoing communication is the best way to handle challenges proactively and respectfully. Check-ins — whether through a quick morning text or during regular meetings — can help families and caregivers stay on the same page, especially during winter months when illness and weather disruptions are more common.
If there are non-negotiables (for example, a family expects the nanny to provide sick care, or a nanny prefers not to care for ill children), these should be discussed upfront — ideally during the interview or onboarding process. Setting expectations early ensures a healthy, long-term fit for everyone.
Document It
Once expectations are discussed, they should be documented. Including contingency protocols in your nanny contract or family handbook ensures clarity and consistency when these situations arise. Having a written plan makes it easier to reference decisions and prevents last-minute confusion.
Sick Care Protocols
Every family’s needs and comfort levels are different, so there’s no one-size-fits-all approach to sick care. The goal is to find a balance that feels fair and respectful for both sides.
Here are a few best practices to consider:
For mild symptoms, some families prefer to have their nanny continue providing care, with added precautions such as frequent handwashing, sanitizing, and limiting exposure.
For severe or contagious illnesses, it’s generally best for the nanny to stay home, ideally while still receiving pay. This recognizes that the absence is based on safety, not a voluntary cancellation.
If a nanny becomes ill after caring for a sick child, families may choose to offer additional paid time off (PTO) or flexibility as a gesture of appreciation. These small acts of empathy go a long way in supporting trust, health, and long-term retention.
Inclement Weather Protocols
Snow days and icy roads bring their own challenges. It’s best to follow local school district or county guidelines when determining closures or travel safety. The top priority should always be the nanny’s safety in commuting and the family’s need for reliable care.
If bad weather prevents travel, families and nannies can collaborate to find creative solutions such as adjusted hours, overnight stays, or virtual activities.
The Bottom Line
Clear communication and thoughtful planning go a long way in keeping childcare relationships running smoothly even when life throws a curveball. By establishing sick day and weather protocols early on, families and nannies can handle disruptions with confidence and care.