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What is an au pair schedule template and why you need one
One of the biggest advantages of hosting an au pair is the flexibility it offers—giving families the ability to design a childcare schedule that works for their unique routine. At the same time, there are important program guidelines in place to ensure au pairs have time to rest, take classes, and experience life in the U.S. That's where our au pair schedule template comes in.
Keep reading to learn how to create an au pair schedule that stays within program regulations while also keeping things clear, balanced, and supportive of a positive au pair experience.
Helps avoid miscommunication and burnout
Creating an au pair schedule template in advance is one of the best ways to set your au pair, and your family, up for success. When you clearly outline your au pair’s responsibilities, including when they’re expected to work and what tasks they’ll be focused on, you minimize confusion and help to prevent burnout.
Keeps everyone on the same page
Using a weekly childcare planner for au pairs also helps create structure, promotes consistency, and encourages open communication. It empowers your au pair to plan their time outside of work—whether that’s for socializing, attending classes, or exploring the local area—and shows respect for their time, making it easier for them to recharge during off-duty hours and fully engage when they’re on.
Key rules to keep in mind when creating their weekly schedule
As a host family, it’s essential to follow both U.S. Department of State regulations and Cultural Care guidelines regarding your au pair’s on-duty hours. These limits are taken seriously, and exceeding them can lead to removal from the program.
Know the program limits: maximum hours and rest time
Au pairs can provide up to 45 hours of childcare per week, with a limit of 10 hours a day. They're also entitled to at least 1.5 consecutive days off each week and two full weeks (or 14 calendar days) of paid vacation during their program year.
Know what counts as on-duty hours
Because au pairs lives with their host families, the line between on- and off-duty time can sometimes be tricky to distinguish. For this reason, it’s important to thoughtfully consider what counts as on-duty au pair duties by day and by night.
For example, if your children are napping and the au pair is the only adult in the home, that’s considered on-duty time. The same applies if the parents are working late and the au pair is home while the kids are asleep. Driving the children to and from activities should also be included as on-duty hours.
If ever you’re unsure about what constitutes on-duty versus off-duty time, check in with your Local Childcare Coordinator (LCC) or a Cultural Care staff member for guidance.
Plan for breaks, study time, and time off
Giving your au pair time off isn’t just a program requirement—it’s essential to their well-being. Free time allows them to rest, attend their required classes, build friendships, and make the most of their experience in the U.S. While many au pairs enjoy spending some of their off-duty time with their host family, they’ll also want space to explore their own interests and create lasting memories outside the home.
Download your free au pair schedule template
To make it easier for families to build a compliant and balanced routine, we’ve created a downloadable weekly au pair schedule template. This printable au pair calendar is simple to customize—just add your au pair’s on-duty hours to ensure you’re staying within U.S. Department of State regulations and Cultural Care program rules.
Mistakes to avoid when creating an au pair schedule
Creating a daily routine for host families and au pairs takes time and thoughtful planning, and it’s easy to make a few common mistakes along the way. These slip-ups aren’t usually intentional, but they can lead to misunderstandings or burnout. Here are six pitfalls to watch out for (and how to avoid them).
1. Not discussing your schedule during the matching process
It’s essential to talk through your family’s routine with au pair candidates during the matching process—especially if you need coverage during evenings or weekends. Be sure to add your sample au pair schedule to your host family profile in the Cultural Care app, and explain the details of that sample au pair schedule during interviews. Setting clear expectations early helps ensure you find someone who’s excited and amendable to the care your family needs.
2. Not giving enough advance notice
Au pairs love to be social, and providing their on-duty schedule with as much advance notice as possible shows respect for their time. If your childcare needs are prone to last-minute changes because of work or other commitments, be upfront about that during the interview process. Some au pairs are flexible with this, and others may find it challenging to manage.
3. Making last-minute changes too often
Unexpected changes happen, but when schedule changes become a habit, they can cause stress and disrupt your au pair’s plans. Try to avoid shifting their schedule at the last minute unless absolutely necessary, and communicate any changes as early as possible.
4. Forgetting to schedule meaningful breaks
One reason the au pair program is so attractive to busy families is that the hours are flexible. Split shifts, for example, can work well for families—like during school days—but they are only successful if your au pair has a real break between on-duty blocks. When it comes to split shifts, the idea is to avoid short breaks (like just one hour), which don’t leave time for rest or errands. Also, stick to one split shift per day.
5. Not planning ahead for vacations
If you’re bringing your au pair on a family trip and they’ll be working, be sure to provide a schedule ahead of time, just like you would at home. Vacations are a break from routine, and having clear expectations will help your au pair feel prepared, supported, and included.
6. Not honoring off-duty time
One of the biggest challenges for au pairs is living where they work. When their shift ends, it’s important to respect that boundary—even if the house is chaotic, dinner needs to be made, or someone needs a ride. Let your au pair know it’s okay to head upstairs or leave to meet friends. Protecting that personal time will help them reset and recharge, which benefits everyone in the long run.
How to handle unexpected changes in the schedule
It’s true that schedule changes are sometimes unavoidable—that’s just life. Ideally, these adjustments are occasional, and you’re able to work with your au pair to find solutions that work for everyone.
What to do when plans shift
The best way to share schedules with au pairs is by doing it well in advance, but even with the most carefully crafted custom au pair schedule template, unexpected things come up—whether it’s a last-minute meeting at work, a sick child, or a change in school pickup time. When plans shift, the key is clear, respectful communication.
If you need to make a last-minute change to your au pair’s schedule, try to give as much notice as possible and acknowledge the impact it may have on their plans. A heartfelt “thank you” and an offer to adjust future hours or provide extra time off can go a long way in maintaining trust and goodwill.
When it's time to reevaluate
If schedule changes become the norm, some au pairs may feel frustrated by the lack of consistency. In that case, it’s important to have an open conversation. Together, you may be able to find a compromise—or, if needed, consider a rematch.
Moving forward, you’ll want to prioritize matching with an au pair who’s comfortable with a more unpredictable schedule or reassess whether au pair childcare is the best fit for your family’s needs.
FAQs about au pair schedules
How many hours can an au pair work per week?
Au pairs can provide up to 45 hours of childcare per week, with a maximum of 10 hours per day. Their schedule is set by the host family and should remain within these limits.
Can I change the schedule week to week?
Yes—but it’s important to discuss this during the interview process. Some participants enjoy having a varied au pair weekly schedule, while others prefer more consistency. Setting expectations and building a comprehensive au pair schedule template early on helps ensure a smoother experience for everyone.
What happens if my au pair is sick?
If your au pair is sick and can’t care for the children, you’ll need to make other childcare arrangements—just as you would if a nanny or babysitter called out. It’s always a good idea to have a backup plan in place if your au pair weekly schedule gets interrupted.
Keep in mind: Au pairs are entitled to receive their stipend even when they’re sick. Being unwell far from home can be especially tough, so offering compassion and support goes a long way. If the illness is serious or ongoing, reach out to your Local Childcare Consultant (LCC) or a Cultural Care staff member for guidance.
What if my au pair needs more time off?
Sometimes au pairs request additional time off beyond their two weeks of paid vacation, often for important personal reasons such as a family emergency or special event. If you’re able to accommodate the request without too much disruption, offering extra time off can show understanding and strengthen your relationship.
If the request poses a challenge or you’re unsure how to respond, your LCC or Cultural Care staff can help you talk through the options and find a solution that works for everyone.
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