FAQ
- What You Need To Know
Frequently Asked Questions
Find answers to common questions about the hiring process, our services, and what to expect when working with us.
The Hiring Process
I’d like to learn more about hiring staff. Who can I talk to?
Absolutely! We’d love to meet with you and learn more about your hiring needs. You can book an Introductory Meeting with one of our staffing experts.
An Introductory Meeting is an informal chat with one of our child and family care staffing experts – so don’t hesitate to book some time, whether you have questions for us, want to hear more about our services, or simply want to pick our brains about anything related to hiring nannies, family assistants, or other care professionals. No pressure—just a helpful conversation.
I’m ready to hire someone. What’s the first step?
We’re excited to help! To get started, please complete a New Hire Request. Or if it’s easier, feel free to call us and we can complete it with you over the phone.
Still on the fence, or have more questions before moving forward? Book an Introductory Meeting to learn more about what we do and how we can help!
How long does it usually take to find and hire someone?
Most clients start reviewing candidates within 3–7 days, and our median length to fully place a candidate is 21 days. That said, we’ve placed candidates in under a week—and we’re happy to move as quickly or as slowly as you like. Timing generally depends on:
- The type of position
- Competitiveness of the role (e.g. salary, benefits)
- Any unique or specialized requirements
We’ll share an estimated timeline after learning more about your role and priorities.
How far in advance should I start the hiring process?
Most of our candidates are available to start immediately or within 2-4 weeks. We typically recommend reaching out about 30 days in advance.
That said, we can often place someone within a week—so contact us regardless of your timeline. We’ll be transparent about how long your search may take, and move as quickly as needed to meet your deadline.
Note: Candidates who are currently employed typically require at least two weeks’ notice, and may need additional time for relocation or transition planning.
Where do your candidates come from?
Most of our candidates are professionals in their fields and have either found us while looking for work, or have been referred to us by another candidate/employer. Our candidate network is mostly comprised of active job seekers; however, many candidates register with us to be notified of competitive jobs as they become available.
In addition to our network of registered candidates, each role is also posted on relevant industry and job boards, because we believe it’s important to meet candidates on the platforms they are already using. In addition, we also work with local universities and sister agencies to recruit new talent, and to ensure that no stone is left unturned in our search.
How will I know if a candidate is right for my family?
Your placement specialist will create a tailored job description outlining the key skills, experience, and personality traits for the role. After interviews, you’ll have the option to conduct a Working Trial—a short-term, hands-on evaluation period before extending a formal offer.
The Working Trial benefits both sides: it helps confirm the match for you and gives the candidate a real sense of the job. In our experience, it’s one of the best indicators of long-term success. Learn more about it here.
Do you work nationally, or just in one region?
We proudly specialize in private staffing throughout the Mid-Atlantic region! While being a national agency certainly has its benefits, we believe it’s our responsibility to be upfront with our clients that our connections in the childcare and family staffing industry and our candidate network are strongest on the East Coast.
That said, we frequently handle placements for clients with multiple homes, clients that work or live in different states, or for positions that require frequent travel.
What are the benefits of using a local agency?
National agencies generally prioritize volume over depth, and each new search can feel like starting from scratch. They typically present a small pool of candidates (usually 3–5), leaving clients with limited options.
We take a different approach. As a local agency, we are experts in the local market, stay current on state-specific employment regulations, and maintain an established network of trusted professionals. That means faster, more personalized service—and better hires.
Can I hire for more than one role at the same time?
Yes! In fact, hiring for multiple roles at the same time can be a smart move. It allows you to consider how candidates complement each other, and streamlines your communication and scheduling with us/potential candidates.
You’ll work with one lead placement specialist for continuity, though other members of our team may join consultations to ensure each role gets the attention it deserves.
Do you offer in-person consultations?
Yes! While most consultations happen over video or phone, we’re happy to visit your home or office if you believe that would help us better understand your needs. We offer complimentary in-person consultations to clients within 40 miles of our office in North Bethesda, MD.
You’re also welcome to visit us at 909 Rose Ave, Floor 4, North Bethesda, MD 20852.
What information is shared with candidates during the search process?
You’ll approve what’s shared with candidates in a draft job description following our initial meeting. As candidates move through the process, we may share more about the role or workplace—but we never share personally identifying information without your permission.
Your data is stored securely in our encrypted CRM system. All staff are bound by confidentiality agreements, and our software meets or exceeds national standards for data security and privacy, including: IS 642819 ISO/IEC 27001, SOC 2 Type II, SOC 1 Type II, GDPR, CCPA, HIPAA, and more.
Still Have Questions?
Put time on our calendar—whether you’re ready to hire or not, we’re happy to discuss your hiring situation and answer any questions you might have.
Employers
Are child/family staff considered 1099 independent contractors?
In most situations, child and family staff should not be classified as 1099 independent contractors. The IRS has strict criteria for this designation. Independent contractors typically:
- Set their own schedule and fees
- Provide their own tools and environment
- Can delegate work without approval
- Are responsible for their own taxes
If you set the caregiver’s schedule, provide their work environment (your home), and direct their daily duties, they are likely a W-2 employee. Misclassification can result in fines, so it’s important to classify correctly from the start.
Can Old State Staffing handle payroll/taxes for my employee?
We are a referral agency—our role is to source, vet, and present qualified candidates to you and offer guidance throughout the hiring process. We do not provide payroll or tax filing services directly, however, we have deep experience with family staffing and can introduce you to our dedicated representative at GTM Payroll Services. GTM is the nation’s leading provider in family payroll, insurance and benefits administration.
We’ll introduce you to our dedicated payroll specialist, where you’ll receive a complimentary consultation as well as free account setup. You’ll have access to curated resources covering everything from offering healthcare stipends to maximizing tax savings, so that you know that you employing others with total confidence.
Are family workers considered exempt or non-exempt employees?
Most child and family workers—like nannies or family assistants—are classified as non-exempt under the Fair Labor Standards Act (FLSA). This means they’re entitled to overtime pay for any hours worked over 40 in a week. Certain roles, like a Family Assistant, with primarily administrative duties, may qualify as exempt if they meet all of the following:
Earn at least $684/week
Perform non-manual, administrative work
Use independent judgment in their role
Title alone doesn’t determine exemption—job duties matter most.
Is it possible to pay a non-exempt worker a salary?
Yes—as long as the compensation structure complies with FLSA overtime rules. Employers often want to simplify payroll and offer stability for both parties, and that’s possible by setting a guaranteed weekly wage based on expected hours.
For example: “$1,500/week gross, based on a $27.28 hourly rate and a 50-hour workweek. This includes 10 hours of overtime at $40.92/hour. Any hours over 50 in a week are paid additionally at that same overtime rate.”
This structure offers the appearance of a salary while staying compliant. We can help you tailor an agreement that meets both your goals and legal requirements.
Are family employers required to pay taxes?
Yes. If you’re employing someone in your home, you’re responsible for payroll taxes—just like any other employer. We can recommend cost-effective payroll services who will handle everything: withholdings, filings, and annual forms. Many providers also offer bundled services like insurance and benefits administration to simplify your role even further.
What benefits should I offer for my position?
Benefits can vary by position, hours, and your budget. We encourage you to visit our Positions page for guidance on industry-standard compensation and benefits for each role.
If you’d like help navigating healthcare, retirement savings, or other benefits for household employees, your placement specialist will walk you through these details during your consultation.
Are there any tax incentives for family employers?
Possibly. If your staff member provides childcare or senior-care, you may qualify for the Dependent Care Assistance Plan (DCAP) through your employer, allowing you to allocate up to $5,000/year tax-free for care expenses.
Alternatively, you may qualify for the Child and Dependent Care Tax Credit when you file your federal return. We can provide detailed information during our consultation to help you determine what’s best for your situation.
My employee will use their own car—what auto insurance limits should they carry?
Every situation is unique, so check with your auto insurance provider. In general, we recommend that employees using their own vehicle for work maintain liability limits of at least $250,000/$500,000. Additionally, ask your insurance provider:
Will my policy cover me in the event of a lawsuit or claim exceeding my employee’s limits?
Should I consider a personal umbrella policy for extra protection?
It’s a good idea to request written confirmation of coverage and keep it on file.
Candidate Screening
What does Old State Staffing’s candidate screening process include?
All candidates must pass a multi-step pre-screening process, including social security and work eligibility verification, employment history checks, professional and personal reference checks, online presence reviews, phone screening, and in-person interviews.
In addition to this, we also conduct an independent background check that covers national criminal records, county and state-level offenses, sex offender registries, and motor vehicle records. Additional screening can be run upon request. Visit Candidate Screening for more information.
How does Old State Staffing match candidates to my family’s needs?
Our placement team invests significant time evaluating each applicant to ensure only the most qualified candidates are presented to you. We often receive hundreds of applicants per role, so it’s crucial that our recruiters deeply understand your position before our search begins.
While every candidate we present meets will be qualified and capable of success in your role, your feedback is essential in helping us identify the right personality match for your parenting style, household dynamics, or caregiving needs.
Should I interview candidates by phone, video, or in person?
Video interviews have become the standard—and for good reason. They offer insight into a candidate’s demeanor, presentation, and environment. We’ve seen many candidates disqualify themselves—especially in childcare roles where professionalism, demeanor, and judgment are critical.
We strongly recommend in-person meetings as well, especially during final interviews or working trials. However, if you’re meeting several candidates, video interviews can save valuable time. Ultimately, interview format is your choice, and we’re happy to guide you or facilitate the process—whether remotely or at our office.
Can I check a candidate’s references myself?
While you can, we recommend allowing us to handle it. As a neutral party, we’re more likely to receive candid, objective feedback. In addition, employment reference laws vary by state, and our team knows how to ask the right questions without overstepping legal boundaries. This is especially important for child-facing roles, where behavioral insights from past employers or parents can be just as valuable as skills or experience.
Why is the background check run after a job offer is made?
In many states, including Washington D.C., Maryland, and Virginia, employers are prohibited from running background checks until after a conditional offer of employment is extended and accepted. This is due to “Ban the Box” laws that aim to ensure candidates are evaluated on qualifications before any criminal history is considered.
How long does it take to receive the results of a background check?
Most background checks are completed within 48 hours, though timelines can vary depending on the candidate’s history—particularly if they’ve lived in multiple states or have an extensive record.
As results are received in stages, we’ll keep you updated throughout the process. If anything concerning comes up, we’ll guide you through next steps, including how to legally rescind an offer if necessary. In roles involving children, we take special care to flag anything that could impact a child’s safety or well-being.
Why does your background check take longer than the instant ones I've see online?
Unlike “instant” background checks, our screenings include county-level records—where over 98% of criminal cases originate. These records are not part of any centralized, digital database and often require in-person courthouse retrieval.
Thorough checks can also reveal red flags that don’t show up in criminal databases—such as active restraining orders. When someone is entrusted with the care of your child, this level of diligence is absolutely non-negotiable.
Candidates
What does a referral agency do for job seekers?
We specialize in placing caregivers, nannies, family assistants, and other professionals who support children and families. When you register as a candidate, we’ll learn about your background, caregiving philosophy, and availability. We’ll reach out when we have family placements that align with your experience and preferences. Our team offers guidance on interviewing with families and presenting your strengths as a caregiver.
Do I need to register as a candidate to be considered for a job?
You’re welcome to apply to individual roles, but registering as a candidate gives you the best chance of being matched to a wide range of opportunities. Registration is easy—we just need a few basic details and your current resume. Once you’re in our system, we can reach out directly whenever a new role opens that matches your profile.
Does it cost anything to work with Old State Staffing?
No. Our services are completely free for candidates. We never charge job seekers to apply or be placed in a role. Clients pay a placement fee that covers the cost of search, screening, and support.
Where are Old State Staffing's jobs located?
Our main offices are in North Bethesda, MD and many of our jobs are based in the Greater Washington Region. However, we handle placements throughout the Mid-Atlantic region and support clients with secondary or seasonal homes nationwide.
How long does it take to find a job?
That depends on your experience, location, references, and the types of roles you’re interested in. Some candidates are hired within a week, while others may take several months or more. Being flexible about things like location or schedule can help speed up your search.
I’m interested in one of your roles but have limited professional experience. Can I still apply?
Yes, some families are open to candidates with limited experience if they have relevant education or a nurturing, responsible approach to childcare. We also staff roles for recent graduates in child development or education fields. That said, most of our clients prefer candidates with a few years of experience.
If you’re not sure whether you qualify for a specific role, don’t hesitate to reach out. We’re happy to help clarify.
What does the application process look like?
We’ve kept our process simple. To apply, we only ask for basic personal info and your current resume. If your background aligns with an open role, we’ll reach out to schedule a time to learn more about you and collect additional details as needed.
If you’re applying for a specific job, submit your resume directly through the job posting on our job board. If you’re interested in multiple positions, register as a candidate to be considered for all current and future roles.
What is your interview process like?
If you’re a potential match for one of our roles, we’ll invite you for a video or in-person interview (usually 45 minutes). Depending on the role, a second interview may be requested.
Employer interviews typically last 30–60 minutes, but format varies. We’ll give you all the details ahead of time, along with interview prep and support.
Who pays my salary? Am I an employee of Old State Staffing?
No. Old State Staffing is a referral agency that guides clients through the hiring process and supports candidates as they apply to and accept a role. Once an employee has been offered a position with an employer, you are considered an employee of the family/employer who hired you. As such, your salary, benefits, and employment terms are managed by the employer directly.
What are the typical workdays or hours for your roles?
Child & family roles may involve split shifts, weekend coverage, overnight care, or travel with the family. We’ll always clarify expectations around routines, nap schedules, school pickups, and other family-specific needs before you accept any role.
How is my personal information handled during the hiring process?
Your personal information is kept confidential and never shared with clients without your consent. All candidate data is stored securely in our internal database, and our team is bound by strict confidentiality agreements.
We also work with a digital security firm to ensure our systems exceed industry standards for privacy and data protection.
What information is shared with an employer if I’m submitted to a role?
When we present you to a client, we’ll share your basic personal information and resume, as well as our feedback based on our interaction with you. If the client decides to move forward, we’ll request your consent to run a background check as part of our standard screening process.
Positions
Do you place family-related positions not listed on your website?
Yes. Whether your position goes by a different title or is a completely unique role, there’s a good chance we’ve hired for it before. Contact us to discuss—if we can’t help, we’ll direct you to other hiring resources or trusted partner agencies.
Should I expect to pay a candidate more or less if my role is live-in?
When it comes to live-in childcare roles, compensation typically increases due to extended hours and increased responsibility. (Most employers who require live-in arrangements do so to ensure after-hours availability, on-call support, or increased responsibilities.)
That said, candidates may perceive live-in arrangements differently. For example, a younger candidate—especially one relocating—might see provided housing as a financial perk. But a candidate with a family or someone further along in their career may view it as a limitation.
Some roles (Babynurse, Live-In Companion, etc.) typically involve live-in arrangements due to the nature of the work. Our compensation guidance takes this into account. If housing is offered as an optional benefit—or if a housing stipend is included for relocation—it may justify a lower salary than a fully live-out position.
My home is informal. How do you match candidates to different household environments?
Formality in the home has decreased significantly over the years, especially in the U.S., which has changed expectations around titles, training, attire, and etiquette. Most households today lean informal, though some, particularly in cities like D.C., do maintain traditional standards.
We also know that formality looks different for each family. Some prefer nannies who blend in like family members, while others seek structured, professional caregivers. Our consultation helps us understand exactly what kind of presence you’re looking for in your home.
What is the age range of your candidates?
Our candidates come from a wide range of backgrounds and ages, but the majority of our candidates tend to be in their early twenties through their late forties.
We strongly encourage clients to consider all qualified candidates. Many of our most successful placements have been candidates outside the client’s expected demographic.
Fees & Payment
What is your placement fee?
Our placement fee is:
- 20% for full-time placements
- 25% for part-time or temporary placements
This amount is based on an employee’s total gross annual compensation, agreed upon on in the employee’s offer and employment agreement.
Do you charge any other fees?
No. We like to keep things simple and believe in price transparency. We do not charge application or retainer fees, and there are no upcharges along the way. Our placement fee is due only after a successful placement. Visit Fees & Payment for more information.
When is the placement fee due?
Our placement fee is only charged after you have made an employment offer to your candidate, and their background report has fully cleared. Payment is due prior to your employee’s first day of work (as described in your Employment Agreement with the candidate).
Do I need to sign a contract to work with Old State Staffing?
Yes. After our consultation, we’ll send you a customized job description for approval, along with a Service Agreement. This agreement must be signed before we begin your search.
Our Service Agreement confirms that Old State Staffing is representing you in the hiring process. It outlines the terms of our services, including our satisfaction guarantee, fee structure, and privacy protections.
Ready To Get Started?
Satisfaction Guarantee
What happens if I need to replace a new employee?
We stand by our candidate screening process with a 1-year retention rate of 97%. That said, we understand that things happen and guarantee each long-term child or family care professional staff member we place for the first 90 days. Our Satisfaction Guarantee begins on your employee’s start-date, which is the date agreed to by both parties in an Employment Agreement.
Is there a limit to the number of times I can replace a candidate?
No. Although extremely unlikely, if you do need to replace a caregiver more than once, know that new candidates carry their own 90-day Guarantee Period. We do this so you know that you’re always protected while a new employee is getting settled in.
What are considered acceptable reasons for replacing a candidate?
Our 90-day Satisfaction Guarantee is unconditional, meaning you can request a replacement caregiver for any reason. This includes changing your mind, a candidate resigning, or any reason in between.
What if I decide not to hire a replacement after using your Satisfaction Guarantee—is your fee refundable?
Unfortunately, we cannot refund our placement fee once it has been made. This fee covers the upfront costs associated with running your search and supporting you throughout the pre-employment process. That said, we will happily replace our initial household candidate if you change your mind or they leave for any reason—at no additional cost. Visit Satisfaction Guarantee for more information.
Referral Program
How do I refer a candidate or client to Old State Staffing?
You can refer a candidate or client by visiting Referral Program and completing the Referral Form. Before we reach out to your referral, we’ll contact you directly to confirm their information and ensure we understand who you’re referring and why.
What qualifies as a successful referral?
A referral is considered successful when the candidate or client you referred completes the hiring process with Old State Staffing, and the placement fee clears after our 90-day satisfaction guarantee period.
Referrers must be at least 18 years old. While you may refer as many candidates or clients as you’d like, only one referral bonus will be paid per person or household. If we receive multiple referrals for the same individual, the first one submitted will receive the bonus. Full terms and conditions are available here.
When will I receive my referral bonus?
Referral bonuses are issued once the referred candidate has been successfully placed, or the referred client has completed a hire, and the 90-day satisfaction period has passed. We’ll contact you directly to process your payment.
Please allow up to 30 days from the completion of the satisfaction period for your bonus to be issued. If you have any questions about timing or eligibility, feel free to contact us.
How many referrals can I make?
There’s no limit to how many referrals you can submit. However, we only issue one referral bonus per candidate or client. If multiple referrals are submitted for the same person or household, the bonus will go to the first referrer. Visit Referral Program Terms & Conditions for full details.
