Free Daily Attendance Record Form in PDF

Instructions on Writing Daily Attendance Record

Maintaining accurate records is crucial for child care centers to ensure compliance with regulations and to provide accountability for the children's care. The Daily Attendance Record form, mandated by the Department of Children and Families in the State of Wisconsin, is designed to fulfill this necessity. Careful completion of this form not only meets legal requirements but also aids in the administration of the Child and Adult Care Food Program and child care subsidy rules. Here, we outline the steps needed to fill out this form accurately and efficiently.

1. Section A - Facility and Timeframe:
   1. Write the name of your facility in the space provided.
   2. Enter the Facility ID Number next to the facility name.
   3. Record the week's starting date (mm/dd/yyyy) and the ending date (mm/dd/yyyy) for which the attendance is being recorded.
2. Section B - Daily Attendance Record:
   1. For each child in attendance, enter the child’s full name and date of birth in the designated columns.
   2. Next to each child’s name, note the actual time of arrival and departure for each day of the week, using a.m. / p.m. designations. Do this immediately upon the child's arrival and departure.
   3. Ensure that these times are recorded for every day the child is in attendance. If a child is not in care on a particular day, leave the row for that day blank.
   4. Repeat this process for all children in care, including the operator’s/provider’s own children under age 7.
   5. At the end of the week, have the parents review the attendance record for their child and sign off in the column marked 'Parent Sign Off' as verification of the accuracy of the record.
3. Section B (continued) - Daily Attendance Record for additional children: Repeat the steps in Section B as needed for each child listed on the second page of the form.
4. Section C - Provider Schedule:
   1. Enter the full name and position title of each provider, additional provider, substitute, or emergency backup provider who worked during the week.
   2. For each provider listed, record the actual times they started and finished work for each day of the week, using a.m. / p.m. designations, in the rows corresponding to their name.
   3. Make sure to record the times immediately as they happen, ensuring these records accurately reflect when each provider was counted in staff-to-child ratios.

Once these sections are completed, review the form for accuracy and completeness. This record must be kept on file for as long as a child is enrolled in the center and for at least three years for certified providers after the child’s last day of attendance. Fulfilling this protocol meticulously ensures compliance with several regulations and supports the safety and well-being of children under care.

What is the purpose of the Daily Attendance Record form?

The Daily Attendance Record form is used by child care providers, including licensed family child care centers, group child care centers, day camps for children, and certified providers. It assists in meeting compliance with various regulations set forth by the Department of Children and Families (DCF) and other related statutes. The form serves to accurately track the attendance of children and staff, ensuring that child care providers adhere to the necessary legal requirements.

Who is required to complete the Daily Attendance Record form?

Completion of the Daily Attendance Record form is mandatory for licensed family child care centers and highly recommended for group child care centers, day camps, and certified providers. It ensures compliance with specific DCF regulations concerning the oversight and management of child attendance and provider schedules.

Why is it important to record the actual arrival and departure times of children?

Recording the actual arrival and departure times of each child is essential for maintaining an accurate and up-to-date attendance record. This practice allows child care providers to monitor who is in their care at any given time, enhancing the safety and security of the children. It also provides a reliable document that can be reviewed for accuracy at the end of each week by the parents or guardians.

How often should the Daily Attendance Record be updated?

The Daily Attendance Record should be updated immediately upon a child's arrival and departure each day. This ensures that the record accurately reflects all children in care at any given moment, providing a precise account of attendance for compliance and safety purposes.

What is the retention period for the Daily Attendance Record?

For licensed centers, the Daily Attendance Record must be kept on file for the duration a child is enrolled. Certified providers are required to retain the records for at least 3 years after a child's last day of attendance, in compliance with state law.

Why is parental verification of the Daily Attendance Record recommended?

Having parents review and sign off on the Daily Attendance Record at the end of each week is recommended to verify the accuracy of the recorded times. This practice encourages transparency and accountability, ensuring that all parties agree on the attendance details documented by the provider.

What information is required in Section A of the form?

Section A requests basic information regarding the facility, including the name and ID number, as well as the specific week covered by the attendance record. This section helps organize records by date and facility for easy reference and compliance checking.

Can the Daily Attendance Record assist in compliance with other programs or regulations?

Yes, apart from helping child care providers comply with specific DCF regulations, completing the Daily Attendance Record may also aid in adhering to the Child and Adult Care Food Program regulation and child care subsidy rules under DCF. The detailed tracking of attendance supports various programmatic and regulatory requirements, ensuring broader compliance for child care providers.

Filling out the Daily Attendance Record form accurately is crucial for child care centers to remain compliant with state regulations. However, there are common mistakes that can lead to inaccuracies. One such mistake is not recording the actual times of a child's arrival and departure. The form specifically requires that these times be noted as they occur, using the a.m./p.m. designations. Recording anticipated times in advance or delaying the documentation can result in discrepancies that might not reflect the true attendance.

Another oversight involves the completeness of personal information. Every child's full name and date of birth must be entered correctly on the form. Occasionally, information can be partially filled or inaccurately reported, which compromises the record's reliability and can lead to confusion if records need to be cross-referenced for any reason, such as subsidy claims or compliance checks.

Providers sometimes forget to include their own children under the age of 7 in the attendance records. This requirement ensures that all children in care at any given time are accounted for, not just the ones enrolled in the program. Overlooking this detail can lead to an underreporting of the actual number of children present, which might impact compliance with staff-to-child ratio requirements.

A common mistake is not having parents sign off on the attendance record at the end of the week. This verification process is recommended to ensure that the recorded times are accurate. A lack of parental verification can result in questions regarding the accuracy of the attendance records, especially in situations where discrepancies are identified.

Incorrectly maintaining the attendance records for the required duration poses another problem. The form must be kept on file for the length of time a child is enrolled and, for certified providers, at least three years after the child's last day of attendance. Failure to comply with these requirements can lead to issues during audits or inspections, potentially resulting in noncompliance findings.

The practice of not immediately updating the attendance record upon a child's arrival and departure is a mistake that can lead to inaccuracies. The form is designed to provide a real-time snapshot of who is under care at any given moment, and delays in recording can contribute to incorrect attendance figures, affecting everything from safety protocols to staffing levels.

Lastly, not properly filling out Section C for provider schedules is another error. This section requires the documentation of the actual times providers worked with the children, including additional providers, substitutes, or emergency backup providers. Inaccurate or incomplete entries in this section can affect the demonstrated compliance with staff-to-child ratios, a critical component of licensure standards.

In summary, attentiveness to detail and rigorous adherence to the form's requirements can prevent these common mistakes, ensuring compliance and contributing to the safe and effective operation of child care centers.

Tracking and managing the various aspects of child care can be complex, but using the right forms and documents can make it much easier. Alongside the Daily Attendance Record form, there are several other important documents that child care providers often use. These documents not only help in maintaining compliance with state regulations but also ensure smooth operation of the child care services. Here’s a brief overview of some of these essential forms and documents.

• Emergency Contact and Medical Information Form: This form contains critical information about each child's emergency contacts and medical details such as allergies, medication needs, and doctor's contact information. It's essential for quick reference in case of an emergency.
• Incident Report Form: Used to document any accidents, injuries, or incidents that occur while the child is in care. It is vital for legal records and for communication with parents.
• Medication Administration Form: For children who require medication during child care hours, this form records the specifics of the medication, dosage, and administration times, requiring a parent's signature for authorization.
• Child Enrollment Form: Collects all necessary information about the child and their family upon enrollment, including birthdate, address, and parental contact information.
• Parental Consent Forms: These are used to obtain permission from parents for various activities, including field trips, photo release permissions, and participation in special events.
• Childcare Contract: A formal agreement between the child care provider and the parent(s), outlining the terms of service, fee structures, and policies of the child care center.
• Meal and Snack Log: Tracks what and when children are fed during their stay at the child care, crucial for compliance with the Child and Adult Care Food Program regulation.
• Nap Time Log: Records the timing and duration of children's naps, ensuring they are getting adequate rest.
• Activity Planning Sheet: Used by providers to plan out each day's or week's activities, ensuring a varied and educational experience for the children.
• Staff Schedule and Contact Information: Lists the work schedules of all staff members and their contact information, essential for organizing shifts and ensuring proper child-to-staff ratios.

Maintaining these documents in an organized manner can greatly assist child care providers in staying compliant with legal requirements, communicating effectively with parents, and providing the best possible care to children. Keeping accurate records not only demonstrates professionalism but also ensures safety and wellbeing for everyone involved.

The Employee Time Sheet is a document similar to the Daily Attendance Record form, primarily used for recording the arrival and departure times of employees. Just like the attendance record tracks the times children arrive and depart from a childcare facility, the time sheet records when employees start and end their workdays. This process ensures accurate payroll processing and verifies that employees comply with their scheduled hours, mirroring the childcare attendance's goal of monitoring compliance with care schedules.

Another document similar to the Daily Attendance Record form is the Visitor Sign-In Sheet often found at the entrance of many facilities, like schools, offices, or special events. This sheet records the names, dates of visits, and in and out times of all visitors, closely paralleling how the attendance record logs children’s presence in childcare facilities. Both documents serve the purpose of maintaining safety and accountability, ensuring all individuals' whereabouts are known during their time on the premises.

The Patient Appointment Log in medical offices also resembles the Daily Attendance Record form. It catalogs patients’ names, dates of birth, and appointment times, comparable to how the attendance record captures similar details for children in care. This log helps manage healthcare providers' schedules and ensures patient care is organized and timely, paralleling the childcare form's objective to organize and track the attendance of children for care and regulatory compliance purposes.

The School Attendance Register is another document closely related to the Daily Attendance Record form. It lists students' names, dates of birth, and daily attendance, pointing out absences or lateness, similar to how the childcare attendance record tracks children’s daily arrival and departure. Both documents are essential for compliance with regulatory requirements and play a crucial role in ensuring individuals' safety and accountability within educational or care environments.

The Event Attendance Sheet, used during workshops, conferences, or meetings, also shares similarities with the Daily Attendance Record form. Participants' entry and exit times, along with their names, are recorded to manage attendance and participation. Similarly, the childcare attendance form is used to monitor children’s attendance, ensuring their safety and compliance with program mandates. Both types of documents are vital for organizational and safety purposes.

The Volunteer Hours Log is akin to the Daily Attendance Record form, tracking volunteers' names, dates, and hours of service. This document is essential for nonprofits and other organizations to record and acknowledge volunteer contributions, much like how the childcare attendance record tracks the presence of children for compliance and operational purposes. Both documents are crucial for reflecting participation accurately and ensuring accountability.

Lastly, the Workshop Sign-Up Sheet, where individuals register their names and session choices for different workshop times, shares objectives with the Daily Attendance Record form. It organizes participants' information and schedules, similar to how the childcare form organizes and tracks children’s attendance. Both forms are indispensable tools for managing and documenting the presence and participation of individuals in various settings, ensuring smooth operation and adherence to predetermined schedules.

Filling out the Daily Attendance Record form accurately is crucial for compliance and ensuring the safety and tracking of children in care. Here are some do's and don'ts:

• Do ensure all the information is legible and accurate, to prevent any misunderstandings.
• Do fill out the child’s full name and date of birth in the appropriate sections to avoid any mix-ups.
• Do record the actual arrival and departure times, using a.m. and p.m. designations, right when the child arrives and leaves.
• Do have parents or guardians review and sign off on the attendance record at the end of the week to verify its correctness.
• Do keep the completed forms on file for the required length of time to comply with regulations.

• Don't fill out the attendance times in advance. This can create inaccuracies in the record keeping.
• Don't forget to include the facility's name and ID number at the top of the form, as this identifies the correct institution.
• Don't omit any child from the records, including the operator’s or provider’s own children under age 7.
• Don't neglect the provider schedule section. Accurate records of staff schedules are also necessary for compliance.
• Don't discard the records before the mandatory retention period has elapsed. They may be needed for future reference or audits.

Understanding the Daily Attendance Record form is essential for individuals involved in the administration of child care centers. However, there are several common misconceptions that need clarification:

• Misconception 1: Only child care centers need to use it. In reality, the form is also required for use by family child care centers, day camps for children, and certified providers to ensure compliance with various Wisconsin Department of Children and Families (DCF) regulations.

• Misconception 2: Completing Section C is optional for everyone. While it may appear optional, Section C is crucial for certain facilities to demonstrate compliance with staff-to-child ratio requirements mandated by DCF regulations.

• Misconception 3: Attendance can be recorded in advance. The form explicitly requires that attendance times be recorded immediately upon a child’s arrival and departure to accurately reflect all children in care at any given time.

• Misconception 4: The form is used solely for attendance tracking. Besides tracking daily attendance, the form aids in compliance with the Child and Adult Care Food Program and child care subsidy rules under specific DCF regulations.

• Misconception 5: Personal information provided on the form is used only for attendance purposes. According to Wisconsin Statutes, the personal information collected may also be used for secondary purposes, aligning with Privacy Law considerations.

• Misconception 6: Attendance records are kept for the duration of the child's enrollment only. In fact, licensed centers must keep records for the time a child is enrolled, and certified providers are required to retain them for at least three years after the child’s last day of attendance.

• Misconception 7: Parent signatures are not necessary. Contrary to this belief, it's recommended that providers have parents review and sign the form at the end of the week for accuracy verification.

• Misconception 8: The form solely benefits the child care providers. The form also provides a structured mechanism for parents to confirm that their children's attendance is accurately logged, ensuring transparency and accountability.

• Misconception 9: All children’s attendance must be tracked except for the operator’s/provider’s own children. This is incorrect; the form must include all children in care, including the operator’s/provider’s own children under age 7.

Clarifying these misconceptions ensures that child care providers fully understand the purpose and requirements of the Daily Attendance Record form, thereby enhancing compliance and fostering a transparent, accountable care environment for children.

Understanding how to properly complete the Daily Attendance Record form is crucial for licensed family child care centers, group child care centers, day camps for children, and certified providers. Here are 10 key takeaways to ensure compliance and accuracy:

• Section A must be filled out by licensed family child care centers, capturing the facility's name and identification number along with the timeframe covered.
• Both Sections A and B are mandatory for compliance under various DCF codes, with the potential for noncompliance statements if ignored.
• Section C is optional but completing it can aid in ensuring compliance with additional DCF regulations.
• The form serves multiple compliance purposes, including regulations related to the Child and Adult Care Food Program and child care subsidy rules.
• Information provided may be used for secondary purposes as outlined under Wisconsin's Privacy Law.
• Detailed attendance must be recorded for every child, including the operator's or provider's own children under the age of seven.
• Record the exact times of a child's arrival and departure, using a.m./p.m. designations, and do not record these times in advance.
• It's essential to update the attendance record immediately upon each child's arrival and departure to reflect accurate care numbers at any given time.
• Parental review and signature at the end of the week is recommended for verifying the accuracy of the recorded times.
• For both licensed centers and certified providers, there's a requirement to keep these records on file for a specified duration post the child's last day of attendance, ensuring compliance with Wis. Stat., 49.155(6m)(b).

Proper adherence to the guidelines for completing the Daily Attendance Record not only ensures regulatory compliance but also aids in maintaining organized and accurate records of child attendance, crucial for both operational efficiency and accountability.