Blank Daily Attendance Record PDF Template

1. Who is required to complete the Daily Attendance Record form?

   Licensed Family Child Care Centers must fill out Sections A and B to abide by DCF 250.04(6)(b). Section C is optional but helps ensure compliance with DCF 250.05(2)(c). Group Child Care Centers, Day Camps for Children, and certified providers are also encouraged to use this form to comply with various DCF regulations listed in the document. Furthermore, completing this form aids in meeting the requirements of the Child and Adult Care Food Program and child care subsidy rules under DCF 201.04(6).

2. What information must be included in the Daily Attendance Record?

   The form requires the facility’s name, ID number, and the week's timeframe in Section A. Section B needs the child’s full name, date of birth, and the exact times the child arrives and leaves, documented immediately and using a.m./p.m. designations for each day of the week. This section should reflect all children in care at any time, including the provider’s own children under age 7. Parents should review and sign the form weekly for accuracy. Section C, which is optional, is for logging the schedule of each provider and their contribution to staff-to-child ratios.

3. How long must the Daily Attendance Record be kept on file?

   For licensed centers, the Daily Attendance Record must be retained for the duration of a child’s enrollment at the center. Certified providers are required to keep these records for at least three years following the child's last day of attendance. This retention period also aligns with Wisconsin's regulatory requirement to hold attendance records for at least three years under Wis. Stat., 49.155(6m)(b), to ensure compliance with state childcare subsidy programs.

4. Why is it important for parents to review and sign the Daily Attendance Record?

   Having parents review and sign the Daily Attendance Record at the end of each week serves as a method to verify the accuracy of the recorded times their child was in care. This practice promotes transparency between childcare providers and parents, ensuring that there is mutual agreement and recognition of the care provided. It also can help to resolve any discrepancies or discuss any concerns regarding the attendance record promptly, reinforcing trust and communication.

Filling out the Daily Attendance Record form correctly is crucial for childcare centers to comply with regulations and ensure the safety and accountability of all children in their care. However, a few common mistakes can lead to inaccuracies or even noncompliance. Here are ten mistakes often made when completing this form:

1. Not recording the child's arrival and departure times immediately. Many forget or delay logging these times, which can lead to inaccuracies.

2. Filling in the attendance in advance. Planning ahead might seem efficient, but it doesn't accurately reflect the child's actual attendance.

3. Forgetting to include the child’s full name and date of birth. Each child in care must be individually identified to meet compliance requirements.

4. Omitting the provider's own children under age 7 from the attendance records. All children in care at the facility, including the provider's own, need to be documented.

5. Neglecting to have parents sign off at the end of each week. This verification step is crucial for ensuring accuracy and compliance.

6. Failure to maintain the attendance records for the required duration. The law requires keeping these records for at least three years after the child's last day of attendance.

7. Incorrectly recording the times using formats other than a.m./p.m. This can cause confusion and inaccuracies in understanding the child's attendance schedule.

8. Not updating the facility and timeframe information at the beginning of each form. Accurate facility identification and the relevant week are critical for organizing and maintaining records.

9. Leaving the provider schedule blank or incomplete. All providers, including substitutes and emergency backups, who work with the children, must be documented along with their work times.

10. Disregarding the form’s instructions for sections A, B, and C, which can lead to noncompliance with state regulations and policies affecting the childcare provider's license.

These mistakes can be easily avoided with careful attention to detail and an understanding of the form's requirements. Ensuring that the Daily Attendance Record form is filled out correctly and thoroughly is an important part of providing safe and reliable childcare services.

Managing the daily operations of a child care center involves meticulous record-keeping and the use of various forms and documents to ensure compliance with regulations, support child safety, and facilitate smooth operations. The Daily Attendance Record is a crucial document in this array, but it works best when integrated with other essential forms and documentation. Below are descriptions of five additional forms and documents often used alongside the Daily Attendance Record, each playing a vital role in the comprehensive management and oversight of child care facilities.

• Emergency Contact and Medical Information Form: This form contains critical information about each child’s emergency contacts, medical providers, allergies, and specific health conditions. It ensures that the child care providers have quick access to important health information and know whom to contact in case of an emergency.
• Incident Report Form: Used to document any accidents, injuries, or unusual incidents that occur while a child is in care. The form details the incident, how it was handled, and any first aid that was administered, serving as a record for the center, parents, and regulatory bodies if needed.
• Medication Administration Form: For children who require medication during child care hours, this form is used to record the specifics of the medication, dosage, administration times, and parent’s authorization. It ensures the safe and accurate administration of medications to children.
• Child Enrollment and Consent Form: A comprehensive form that captures all necessary personal and consent information upon a child’s enrollment into the center. This includes consents for emergency medical care, field trips, and photography, ensuring the center operates within legal and parental permissions.
• Meal and Snack Tracking Form: Essential for centers participating in the Child and Adult Care Food Program (CACFP) or those mindful of nutritional standards, this form tracks the meals and snacks provided to the children, aligning with regulatory requirements or center policies on nutrition.

Together, these documents form a robust framework that supports the well-being and safety of children in care, aids in the efficient management of child care centers, and ensures compliance with relevant regulations. By maintaining accurate and up-to-date records across these forms, child care providers can offer a safe, nurturing, and legally compliant environment for the children in their care.

• Employee Time Sheets: Similar to a Daily Attendance Record, an employee time sheet tracks the arrival and departure times of staff. While one focuses on childcare center attendees and the other on employees, both documents serve to record presence and ensure compliance with regulatory or organizational policies.

• Classroom Attendance Sheets: Used in educational settings, these sheets perform a similar function by recording which students attend class on any given day. Like the Daily Attendance Record, it helps teachers and administrators keep track of attendance over time.

• Sign-In/Sign-Out Logs for Visitors: Such logs track the entrance and exit of visitors to a facility, mirroring how the Daily Attendance Record tracks the arrival and departure of children in care. Both are used for safety and regulatory compliance.

• Event Attendance Registers: These registers are used to record attendees at events, similar to how the Daily Attendance Record is used to log the presence of children at a care center. Both documents help organizers verify participation.

• Workshop Sign-Up Sheets: Similar to the Daily Attendance Record, these sheets are used to log the names and participation of individuals in workshops or trainings, often including time in and out to gauge involvement.

• Hourly Check-In Sheets for Residential Facilities: These sheets are used in settings like nursing homes or residential treatment centers to track the whereabouts and check-in times of residents, similar to how children's arrivals and departures are recorded in child care centers.

• Volunteer Log Books: Like the Daily Attendance Record, volunteer logs track the participation of volunteers in various activities, including their in and out times, to monitor engagement and hours contributed.

Filling out the Daily Attendance Record form is a key task for those managing or working in child care centers. It's essential for compliance and ensuring the safety and well-being of the children. Here are some dos and don'ts to help you navigate this responsibility effectively:

• Record the actual arrival and departure times for each child immediately when they happen. Ensure accuracy by using the a.m. or p.m. designations correctly, reflecting the precise time children are in your care.

• Include all children in care, even the provider’s own children under the age of 7, as the form requires a complete record of every child present each day.

• Ensure the form is reviewed by parents at the end of the week for accuracy, and have them sign off as a verification. This step enhances trust and accountability between the provider and the families.

• Keep the completed Daily Attendance Records on file for the required duration. For licensed centers, this means for the length of time the child is enrolled, and for certified providers, at least 3 years after the child’s last day of attendance.

• Complete Sections A, B, and C thoroughly, ensuring you comply with the various directives like DCF 250.04(6)(b) and DCF 251.04(6)(b), among others mentioned in the form's use section.

• Use the form to help ensure compliance with additional regulations, such as the Child and Adult Care Food Program regulation 7 CFR 226.18(e) and child care subsidy rules under DCF 201.04(6).

• Don't record times in advance. Predetermining arrival or departure times defeats the purpose of having an accurate and truthful record of the child’s presence in your care.

• Avoid excluding any child from the record. Omitting a child’s attendance, for any reason, not only misrepresents your operation but also violates compliance requirements.

• Never delay in completing the form. It's important to continually update the attendance record throughout the day, rather than backfilling information at a later time.

• Don’t forget parent sign-off. Skipping the step of having parents review and sign the form at the end of the week can lead to discrepancies or questions about the accuracy of the records.

• Don’t discard records before the mandatory retention period has elapsed. Keeping records for the stipulated period is crucial for compliance and may be necessary for audits or inspections.

• Avoid partial completion of the form. Not filling out all required sections can lead to noncompliance issues and potential penalties for your facility.

By adhering to these guidelines, child care providers can ensure that their Daily Attendance Records are accurate, up-to-date, and compliant with state regulations, thereby fostering a safer and more accountable environment for children in their care.

There are several misconceptions surrounding the Daily Attendance Record form required by the Department of Children and Families for licensed child care centers in Wisconsin. Let's dispel these myths to ensure everyone understands its importance and how to correctly use it.

• Only Licensed Centers Need to Fill it Out: Some believe only licensed family child care centers must complete the form. In reality, it's also used by group child care centers, day camps for children, and certified providers to meet various compliance requirements.

• It's Just for Attendance: While primarily for tracking attendance, completing the form correctly also helps ensure compliance with the Child and Adult Care Food Program and child care subsidy rules.

• Personal Information is Optional: The form does collect personal information, which might lead some to think it's optional. However, this information is mandatory for compliance and may be used for secondary purposes under privacy laws.

• Timing of Record Entries is Flexible: There's a misconception that you can fill in arrival and departure times at any point during the day. But the form requires that times are recorded immediately upon a child's arrival and departure.

• Parent Signatures Aren't Important: The signature of a parent at the week's end verifying the accuracy of the attendance record might seem like a mere formality, but it's actually recommended to ensure the documentation is correct and verified.

• It's Only About Children's Attendance: Another common misunderstanding is that the form only documents children's attendance. It should also record the attendance of providers, additional providers, substitutes, or emergency backup providers to maintain staff-to-child ratios.

• Electronic Records Aren’t Allowed: People may incorrectly assume that the form must be filled out by hand. Although the official form doesn't specify the format, maintaining accurate, immediate records is the priority, and digital solutions could meet these requirements if they are kept secure and confidential.

• Once Completed, the Form Can Be Discarded: There's a false belief that once filled, the form has no further use. However, attendance records must be kept on file while a child is enrolled and for at least 3 years after for licensed centers, and for certified providers as well, ensuring compliance and reference if needed.

Understanding these facts helps child care providers ensure they are fully compliant with regulations and supports the provision of high-quality, accountable child care services.

Filling out and using the Daily Attendance Record form is a critical requirement for Licensed Family Child Care Centers, Group Child Care Centers, Day Camps for Children, and certified providers in the state of Wisconsin. The form serves several purposes, from ensuring compliance with state laws to facilitating the management of records for subsidized child care. Here are six key takeaways about effectively completing and utilizing this form:

• All providers are mandated to accurately complete Sections A and B of the Daily Attendance Record as per specific regulations cited, including DCF 250.04(6)(b) for licensed family child care centers. Section C is optional but completing it can help ensure compliance with staff-to-child ratio requirements.
• The importance of recording the actual arrival and departure times of each child immediately cannot be overstated. This practice ensures that the record accurately reflects all children in care at any given time, which is crucial for compliance and safety reasons.
• The record must include all children in care, encompassing the operator's or provider’s own children under the age of 7. This requirement helps in maintaining a comprehensive and accurate count of children, which is vital for adherence to regulations and for planning purposes.
• Retention of the Daily Attendance Record is mandatory for the duration of a child's enrollment in the center for licensed centers. For certified providers, these records must be preserved for at least 3 years after the child’s last attendance day, according to Wis. Stat., 49.155(6m)(b).
• Providers are encouraged to have parents review the Daily Attendance Record for accuracy at the end of each week and sign off as a verification. This practice not only ensures transparency but also enhances the credibility of the records maintained.
• Completion of the Daily Attendance Record may also assist in complying with the Child and Adult Care Food Program regulation and child care subsidy rules, highlighting its significance beyond mere attendance tracking. It aids in meeting broader regulatory requirements and supports the operational aspects of child care provision.

By meticulously adhering to these guidelines, providers can ensure compliance with state laws, contribute to the safety and well-being of children in their care, and maintain accurate records for administrative and compliance purposes. The Daily Attendance Record is more than just a formality; it is a vital tool in the effective management of child care services.