Fill Out Your Daily Attendance Record Form

What is the purpose of the Daily Attendance Record form?

The Daily Attendance Record form is essential for licensed family child care centers to comply with state regulations. It documents the attendance of all children in care, as well as staff present during the week. Completing this form helps ensure that facilities meet the requirements established by DCF regulations and maintain compliance with funding programs.

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

For licensed child care centers, the attendance record must be retained for as long as the child is enrolled. Certified providers must keep these records for at least three years after the child’s last day of attendance. This ensures that documentation is available for review and compliance checks.

What information is required in the Daily Attendance Record?

The form requires the child's full name, date of birth, and actual arrival and departure times recorded daily. Additionally, it includes space to document each provider's name and position, along with their corresponding hours of service. This comprehensive information helps maintain accurate records of both children and providers present.

Can parents review and sign the Daily Attendance Record?

Yes, it is highly recommended that parents review the Daily Attendance Record for accuracy at the end of each week. Their signature serves as verification that the recorded times and attendance are correct, which can help prevent disputes and ensure accountability.

What happens if the Daily Attendance Record form is not completed correctly?

Failure to complete the Daily Attendance Record in accordance with the requirements can result in a noncompliance statement from the Department of Children and Families. This underscores the importance of accurate and timely recording of attendance for the well-being of children in care.

When filling out the Daily Attendance Record form, many people make common mistakes that can lead to compliance issues. One frequent error is failing to complete all required sections. For licensed child care centers, Sections A and B must be filled out to meet regulatory standards. If Section C is applicable, it should also be completed properly. Omitting any of these sections can result in non-compliance.

Another mistake is not entering the children's full names and dates of birth. It is essential to provide accurate identification for each child in attendance. Incomplete or incorrect names can lead to discrepancies when reviewing the records later. Providers should double-check spellings and ensure that every child’s date of birth is listed accurately.

Timing entries incorrectly is another issue. The form requires that the actual arrival and departure times be recorded immediately upon each child's arrival and departure. Many individuals mistakenly fill in these times in advance, which does not comply with the outlined regulations. Accurate timekeeping is crucial and should reflect real-time entries.

Some users forget to record all children in care at any moment. This mistake can not only misrepresent attendance records but may also lead to potential legal implications. Even the operator’s own children under age 7 need to be included in the attendance log. Missing this detail could trigger compliance concerns.

Not having parents review and sign the form at the end of the week is another common error. This verification step is important for ensuring accuracy. A parent’s signature indicates their agreement with the recorded information, providing an additional layer of transparency.

A common oversight occurs when the daily attendance numbers are not tallied correctly. It's important to include a total attendance count at the end of the week. Providers should take the time to add up each day’s attendance to ensure total correctness and maintain an easy-to-reference summary.

Some individuals neglect to keep the attendance records on file for the required duration. For licensed providers, the records must be kept for as long as the child is enrolled, and for certified providers, a minimum of three years post-attendance is required. Failing to store these records properly can lead to compliance issues.

Lastly, failing to list all staff members who worked with children during the week is another error. The staff entries in Section C are crucial for meeting the required staff-to-child ratio. Ensure that the names and positions of all providers, substitutes, and emergency backup staff are included and properly logged.

The Daily Attendance Record form plays an essential role in documenting child attendance at licensed child care centers. To complement this record, several other forms and documents are commonly used. Each serves a specific purpose, helping providers maintain compliance with regulations and ensure proper communication with parents and guardians.

• Enrollment Form: This document collects vital information about a child before they start attending the center. It usually includes details such as the child's name, date of birth, emergency contacts, and health information, providing necessary context for caregivers.
• Health and Immunization Records: These records are crucial for ensuring that child's vaccinations are up to date. They provide documentation required by health regulations, enabling centers to maintain a healthy environment and prevent the spread of illness.
• Daily Schedules: A daily schedule outlines the planned activities for the children. Knowing the structure of the day can help parents understand what their children will be doing, and it also assists staff in adhering to planned programs and routines.
• Incident Report Form: This form is used to document any accidents or unusual occurrences during a child's time at the center. By recording specific details about the incident, centers can communicate effectively with parents and ensure transparency about their child's care.
• Parent Communication Log: This log tracks interactions with parents regarding their child's progress, behavior, or any relevant updates. Maintaining a consistent record of these communications helps ensure that all parties are informed and engaged in the child's care.
• Fee Agreement Form: This document outlines the costs associated with child care, including tuition rates and payment schedules. It ensures that parents are aware of their financial obligations and helps centers manage their revenue effectively.
• Authorization for Release of Child: This form grants permission for specific individuals to pick up a child from the center. It is essential for safeguarding children's well-being by ensuring they are released only to authorized persons.

Utilizing these additional forms and documents alongside the Daily Attendance Record enhances operational efficiency and promotes a safe and supportive environment for children. Keeping accurate and thorough records not only helps in meeting legal requirements but also builds trust with families, ensuring that everyone involved is informed and engaged.

The Daily Attendance Record form serves a critical role in ensuring compliance with the regulations surrounding licensed child care facilities. There are several other documents that share similarities with this form, primarily in their purpose and structure. Below is a list of these related documents:

• Sign-in/Sign-out Sheet: This document records the arrival and departure times of children in a setting similar to the Daily Attendance Record. It captures the same vital information, ensuring accountability and accuracy in attendance tracking.
• Child Attendance Log: A child attendance log also tracks which children are present on a given day. It consolidates data for easy review, just like the Daily Attendance Record does for each week.
• Staff Attendance Record: This document keeps track of the times when staff arrive and leave. Like the Daily Attendance Record, it records crucial information that aids in maintaining appropriate adult-child ratios for safety and compliance.
• Incident Report Form: While primarily used to document incidents affecting children, this form may also refer to attendance data as it relates to a child’s presence during the occurrence. Both forms are essential in maintaining thorough records for facility oversight.
• Emergency Contact List: This document is not exclusively for attendance but contains critical information about children enrolled in the program. The accuracy of both this list and the Daily Attendance Record is key for accountability and safety during emergencies.
• Daily Activity Schedule: Similar to the Daily Attendance Record, this document outlines the planned activities for each day, often alongside attendance. It helps ensure that all staff and children are accounted for during scheduled activities.

Each of these documents plays a pivotal role in the overall management of child care services, strengthening compliance, safety, and communication within the center.

Do's:

• Record children's full names and dates of birth accurately.
• Log arrival and departure times immediately upon the child's arrival and departure.
• Ensure that all children in care are reflected in the attendance record.
• Have parents review and sign the form at the end of the week for accuracy.

Don'ts:

• Do not fill out attendance times in advance.
• Do not omit any children, including the provider's own children under age 7.
• Do not disregard the guidelines for maintaining records for at least 3 years.
• Do not forget to keep the daily attendance record on file for as long as the child is enrolled.

Misconceptions about the Daily Attendance Record form can lead to misunderstandings regarding its purpose and the responsibilities of child care providers. Here are four common misconceptions:

• The form is only for licensed child care centers. Many believe that the Daily Attendance Record is exclusively for licensed centers. In reality, it is applicable to various types of child care options, including licensed family child care centers, group child care centers, day camps, and certified providers.
• Only the child’s name needs to be recorded. Some may think that listing just the child's name suffices. However, accurate records require more than the child’s name. Providers must also document the child’s date of birth, the times of arrival and departure, and ensure this information reflects the actual attendance accurately.
• Attendance records can be recorded in advance. It can be tempting to fill out times based on expected schedules. Yet, the instructions clearly state that times must be recorded immediately upon the child’s arrival and departure. This requirement helps maintain the integrity and accuracy of the attendance records.
• Parents do not need to verify the attendance records. Some may underestimate the importance of parental involvement. It is highly recommended that providers have parents review the form for accuracy at the week’s end and sign it as verification. This practice not only fosters trust but also ensures that the records are correct and compliant with regulatory requirements.

Understanding the Daily Attendance Record form is crucial for licensed child care centers and certified providers in Wisconsin. Below are important takeaways to keep in mind when filling out and using this form:

• This form is essential for compliance with state regulations. Both licensed family child care centers and group child care centers must complete specific sections.
• Section A requires the facility name, facility ID number, and the specified week for record keeping.
• To ensure compliance, Section B must include the full name and date of birth for each child in attendance, alongside their arrival and departure times.
• Record the actual times of arrival and departure as they happen. Do not pre-fill this information.
• All children in care, including the provider’s own children under age 7, should be included in the attendance record.
• Retain attendance records for the duration of a child's enrollment plus at least three additional years, as mandated by state law.
• At the end of the week, parents should review and sign the form to confirm the accuracy of the recorded information.
• Section C is used to document the names and positions of providers who worked with the children, along with their corresponding times for the week.
• Maintain these records in compliance with various child care and food program regulations to avoid potential noncompliance issues.