Blank Daily Attendance Record PDF Form

What is the purpose of the Daily Attendance Record form?

The Daily Attendance Record form is designed to help licensed child care centers and other child care providers keep accurate attendance records. It ensures compliance with Wisconsin state regulations, which require documentation of all children in care, including their arrival and departure times. This form also supports compliance with food program regulations and child care subsidy rules.

Who is required to complete this form?

Licensed Family Child Care Centers must complete Sections A and B of the form. Group Child Care Centers, Day Camps, and certified providers also use this form to meet specific compliance requirements. All providers must ensure that accurate attendance records are maintained for the children in their care.

What information must be included in Section A?

Section A requires the name of the facility, the facility ID number, and the date range for the week of attendance. This information helps identify the specific center and the timeframe for which attendance is being recorded.

How should attendance be recorded in Section B?

In Section B, the full name and date of birth of each child in attendance must be entered. The actual times of arrival and departure should be recorded immediately, using a.m. and p.m. designations. It is important to avoid recording these times in advance, as they must reflect the actual attendance of each child.

What should providers do at the end of the week regarding this form?

At the end of the week, it is recommended that providers have parents review the completed form for accuracy. Parents should sign the form to verify that the attendance records are correct. This step helps ensure accountability and accuracy in record-keeping.

How long must attendance records be kept on file?

Licensed centers must keep attendance records for as long as the child is enrolled. For certified providers, these records must be maintained for at least three years after the child's last day of attendance. This retention period is mandated by Wisconsin law.

What happens if a provider fails to comply with the attendance record requirements?

Failure to comply with the requirements for maintaining attendance records can result in the issuance of a noncompliance statement. This can have serious implications for the provider’s licensing status and ability to operate legally.

What is included in Section C of the form?

Section C is dedicated to documenting the providers who worked with the children during the week. Providers must enter their full names and position titles, along with the times they were present. This section helps maintain accurate staff-to-child ratios, which are essential for child safety and compliance.

Can personal information provided on this form be used for other purposes?

Yes, personal information provided on the Daily Attendance Record form may be used for secondary purposes as permitted by privacy laws. It is important for providers to be aware that this information is subject to regulations regarding confidentiality and data protection.

1. Omitting Child Information: Failing to include every child's full name and date of birth can lead to incomplete records. Each child in attendance must be documented accurately.

2. Incorrect Time Entries: Recording arrival and departure times inaccurately can result in compliance issues. Times should be noted immediately as children arrive and leave.

3. Using Incorrect Time Format: Not adhering to the a.m./p.m. designation can create confusion. Ensure that the correct format is used consistently.

4. Pre-filling Information: Entering times in advance is prohibited. All entries should reflect actual attendance.

5. Neglecting Parent Signatures: Failing to have parents review and sign the form can lead to disputes about attendance records. Parent verification is essential.

6. Incomplete Weekly Records: Not documenting attendance for each day of the week can result in gaps in compliance. Ensure all days are filled out.

7. Ignoring Provider Schedule: Not completing the provider schedule section can lead to issues with staff-to-child ratios. This information is crucial for compliance.

8. Missing Facility Information: Omitting the facility name or ID number can create confusion about where the attendance records belong. Complete all required facility details.

9. Failing to Retain Records: Not keeping attendance records for the required duration can lead to noncompliance. Retain records for at least three years after the child's last day of attendance.

10. Neglecting to Review Records: Failing to regularly review attendance records can result in errors going unnoticed. Regular checks are recommended to ensure accuracy.

When managing a licensed child care center, several forms and documents work in conjunction with the Daily Attendance Record. Each of these documents plays a vital role in ensuring compliance with state regulations and maintaining organized records. Below is a list of commonly used forms.

• Enrollment Form: This document collects essential information about each child, including personal details, emergency contacts, and medical history. It must be completed before a child can start attending the center.
• Health and Immunization Records: Centers must keep records of each child's health status and immunizations. This document ensures compliance with health regulations and helps maintain a safe environment.
• Incident Report Form: In the event of an accident or injury, this form documents the incident, actions taken, and any follow-up required. It is crucial for transparency and accountability.
• Parent Communication Log: This log tracks communications between parents and the center, including updates on child progress, concerns, and any changes in schedules. It fosters open communication.
• Staff Attendance Record: This document records the attendance of all staff members. It is essential for maintaining appropriate staff-to-child ratios and ensuring compliance with licensing regulations.
• Emergency Preparedness Plan: This plan outlines procedures for various emergencies, such as natural disasters or medical emergencies. It ensures that staff and children know how to respond effectively.
• Child Development Assessment: This form tracks each child's developmental milestones and progress. Regular assessments help in planning appropriate activities and interventions.

Using these forms alongside the Daily Attendance Record helps maintain compliance and ensures a safe and nurturing environment for children. Keeping accurate records is not only a regulatory requirement but also a best practice for effective child care management.

The Daily Attendance Record form shares similarities with several other documents used in child care settings. Each of these documents serves to track attendance and ensure compliance with regulations. Below is a list of nine documents that are similar to the Daily Attendance Record form:

• Sign-In/Sign-Out Sheet: This document records the times children arrive and leave the facility, similar to how the Daily Attendance Record tracks attendance for compliance purposes.
• Child Care Enrollment Form: This form collects essential information about each child, including their name and date of birth, which is also required on the Daily Attendance Record.
• Staff Attendance Log: This log tracks the hours worked by staff members, paralleling the provider schedule section of the Daily Attendance Record that captures provider attendance.
• Daily Activity Log: This document outlines the activities children participated in during the day, akin to the Daily Attendance Record’s focus on daily attendance and care details.
• Incident Report Form: This form documents any incidents involving children, reinforcing accountability similar to how the Daily Attendance Record ensures accurate tracking of children's presence.
• Health and Safety Checklist: This checklist ensures compliance with health regulations, similar to the compliance focus of the Daily Attendance Record.
• Emergency Contact Form: This form collects important contact information for each child, which complements the identification details required on the Daily Attendance Record.
• Child Care Subsidy Application: This application determines eligibility for financial assistance, relating to the compliance aspects of the Daily Attendance Record.
• Weekly Progress Report: This report summarizes a child’s development and activities, similar to how the Daily Attendance Record summarizes attendance for regulatory purposes.

When filling out the Daily Attendance Record form, it’s important to follow certain guidelines to ensure accuracy and compliance. Here’s a helpful list of what you should and shouldn’t do:

• Do enter the child’s full name and date of birth accurately for each child in attendance.
• Do record the actual times of arrival and departure immediately.
• Do ensure that the record reflects all children in care at any given time.
• Do have parents review and sign the form at the end of the week for verification.
• Don’t fill in arrival and departure times in advance.
• Don’t forget to include the operator’s or provider’s own children under age 7 in the attendance record.
• Don’t overlook the requirement to keep the attendance record on file for at least 3 years.
• Don’t leave any rows blank; ensure every child present is accounted for.

By adhering to these guidelines, you can help maintain accurate records and comply with the necessary regulations. This not only protects your facility but also ensures the well-being of the children in your care.

Understanding the Daily Attendance Record form is crucial for compliance and accurate record-keeping in licensed child care centers. Unfortunately, several misconceptions can lead to confusion among providers. Here are eight common misconceptions explained:

• Only licensed centers need to use the form. This form is applicable to various types of child care settings, including licensed family child care centers, group child care centers, day camps, and certified providers.
• Attendance records are optional. In reality, maintaining accurate attendance records is a legal requirement. Failure to comply may result in noncompliance statements from regulatory bodies.
• Records can be completed in advance. It is essential to record the actual arrival and departure times immediately. Pre-filling this information is not permitted and could lead to inaccuracies.
• Only children over age 7 need to be included. All children in care, including the provider’s own children under age 7, must be recorded on the attendance sheet.
• Parents do not need to verify attendance records. It is recommended that parents review and sign the form weekly to ensure accuracy. Their verification adds an extra layer of accountability.
• Records can be discarded after a child leaves. Attendance records must be retained for at least three years after a child’s last day of attendance, according to state law.
• Section C is optional for all providers. This section is necessary for documenting the provider's schedule, including any substitutes or emergency backups, to maintain proper staff-to-child ratios.
• Completing the form is a one-time task. The Daily Attendance Record must be filled out weekly, reflecting the attendance for each child and staff member throughout the week.

By addressing these misconceptions, child care providers can ensure they remain compliant and provide a safe environment for the children in their care.

Filling out the Daily Attendance Record form is essential for licensed child care centers and certified providers. Here are key takeaways to ensure compliance and proper usage of the form:

• Sections Required: Licensed Family Child Care Centers must complete Section A and Section B to meet regulatory requirements.
• Compliance Importance: Failure to accurately fill out the form may lead to a noncompliance statement from the Department of Children and Families (DCF).
• Retention Period: Attendance records must be kept for the duration of the child's enrollment, and for at least three years after their last day of attendance.
• Child Inclusion: All children in care, including the provider’s own children under age 7, must be included in the attendance records.
• Accurate Time Recording: Record the actual arrival and departure times immediately, using a.m. and p.m. designations.
• Parent Verification: It is advisable for parents to review and sign the attendance record at the end of the week to confirm its accuracy.
• Provider Schedule: Section C requires the recording of provider names and their respective times worked to maintain staff-to-child ratios.
• Secondary Use of Information: Personal information collected may be used for secondary purposes as outlined in Wisconsin Privacy Law.