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How to Track Child Care Certifications and Trainings

Are your employees current on their CPR class? How many CE (Continuing Ed) hours does your staff have so far this year? Child care centers must know that employees are keeping up with periodic continuing education hours and health-and-safety certifications to provide high quality care for children.

It can be difficult to stay up to date on the child care certification and training requirements for each member of your staff, as well as how frequently they must be renewed. This is one area where child care management software can be valuable for your daycare center, after school program or preschool.

Child Care Employees

Tracking Child Care Certifications and Training  

Employee Data Software from Procare lets you track those types of requirements and training hours. To track employee certifications and continuing education hours, you can use either the Employee Requirements or Benefit Hours features, or both, depending on your situation.

Tracking Certifications with Requirements or Benefit Hours

Requirements are recorded much like immunization tracking. They may be a one-time or recurring event, such as a CPR certification. Benefit Hours, on the other hand, are entered on the Employee Time Card. They may be totaled based on the Benefit Code you assign, like “Training”.  Using benefit hours is appropriate if you need to know the number of training hours (during specific dates) for each employee.

Using a Requirement

An example of a requirement might be a CPR certification renewal that occurs every 3 years. You would simply record the date the requirement was met. The Requirements Due report will include only staff who are near or past the required expiration date.

Sample Requirements Due report

Using Benefit Hours

Recording training hours in the Employee Time Card lets you report specific hours for a certain date range. A quick way to post training hours is to enter them through the Batch Post Time Card feature. Once recorded, you can run benefit code reports grouped and totaled by the code (or the employee) for the period selected.

Bonus Tip: To track hours based on the employee’s hire date, create Employee Tracking items to match each hire month.  When you run reports, you can filter them by selecting only the hire month you’re interested in viewing.

 

Sample Benefit Hours Report By Employee

Sample Benefit Hours Report By Benefit Code

Keep in mind that you can use both of these methods together to give you the most flexibility in tracking your employee training and certification requirements!

Final Thoughts

To run a successful child care center, you need a staff that meets the training and education requirements of your center, as well as the various regulations required by the state. It’s easy to get caught up in the day-to-day tasks of caring for children and forget when there is a training deadline coming up.

In order to complete child care certifications on time, child care centers need a consolidated view of each employee’s training status. The Employee Data module from Procare allows daycare centers, preschools, and after school programs to monitor these requirements seamlessly, ensuring the best child care experience.

Learn more about managing employee information and certifications with child care management software.  

Related Articles

Interested in learning more about employee data management? Check out these related articles.  

 

 

Create and Manage Your Daycare Waiting List

Are you still keeping track of children on the waiting list at your child care, daycare, or preschool with paper and pencil, or perhaps a computer spreadsheet? Child care management software —specifically designed to help your center run more efficiently— makes it easier to manage your daycare waiting list and make informed decisions about how to market your business.

Daycare Business Planning

Manage Your Daycare Waiting List and Marketing

In this article we’ll show you how Procare Software® can help you both manage your waiting list and keep track of how people found out about your center.

Child Care Waiting List Categories

It’s easy to set up a waiting list by creating enrollment categories in Procare. You could use just a single status like “Waiting List” or create multiple items like “Wait List – Student”, “Wait List – Faculty / Staff”, “Wait List – Public” to categorize each person on the list. This may be useful if you have different levels of priority for each group.

  1. From the Procare Home screen go to Configuration > System > Data Management > Status & Relationships > Child’s Enrollment Status.
  2. Enter a new status on the top blank line, then click Save > Exit.
  3. Then look up a family and assign a waiting list status on the Child’s Enrollment screen.

Creating a Waiting List Report

In Procare’s Family Data module, you can use an enrollment report to find out how many (and which) children are on the waiting list, with these three steps.

  1. In Family Data & Accounting choose Reports > Family Data > Child Enrollment. To see a list of children whose status has changed (everyone new to the waiting list) choose Change of Enrollment Status. To include everyone at their current status (everyone on the waiting list) choose Enrollment Status Summary.
  2. Choose a Date Range then click Run Report.
  3. With the report on screen double-click a status (like Waiting List) to get a detailed list of all children assigned that status.

As an alternative, try the following report that lets you sort by name, age, or classroom. Choose Reports > Family Data > Filtered Reports > Child: Birthday – Age Summary. Use the Filter to select the Enrollment Status of “Waiting List” as of a date you specify.

Tracking Your Marketing Sources

Be sure to ask new enrollees and those on the waiting list how they heard about you. That way you can track each source and get a picture of what marketing sources are working best for your center. For example, you may wish to track how many people saw your add in the yellow pages, found you online, heard from a friend, saw your flyer, or found a coupon, etc. With Procare, this requires just a few simple steps:

  1. Create a tracking group called something like “Marketing” and items within the group like “Yellow Pages”, “Online”, etc. See the knowledge base article on how to Manage Tracking Items.
  2. Assign your marketing items to the Account Tracking screen for each family.
  3. Use the Account Filter to get a quick count of the number of families with each referral source.
  4. Print a report to get a list of families assigned to each category, like Reports > Family Data > Tracking Account: Contact Information. Then choose your “Marketing” category and Run Report.

Final Thoughts

Having a well managed child care waiting list is the best way to ensure consistent enrollment at your center throughout the year. Using child care management software allows your center to keep track of the families on your waiting list, get accurate and up-to-date reporting, and track marketing efforts to optimize your spend, while increasing efficiency at your center.

Learn more about how Procare can help manage enrollment and wait lists.

Related Articles:

Interested in learning more about simplifying administrative tasks at your child care center? Check out these related articles.

Do your own Daycare Payroll and Save

Daycare Payroll ChecksMy recent post on Efficient Scheduling of Daycare Staff got me thinking about other ways to economize on payroll expenditures. If you are currently outsourcing your payroll check calculations you should seriously consider doing your own Daycare Payroll. It’s much easier than you might think and will save you money every pay period by not having to cut a check to your payroll service. If you are currently spending $50 to $100 per month or more on a payroll service you’ll easily recoup your software investment in just a short time.  Continue reading

Reporting Payroll Hours for your Child Care Business

42-16072097Recently this question came in to the ProCare Tech Support team. Perhaps your child care business could use payroll reports like this too.

“I need to produce a summary report containing employee name, straight  time and overtime hours and their hourly pay rate.”

This turns out to be an easy one. ProCare Software already includes a Daycare Payroll report with all that information. In fact, ProCare can automatically calculate payroll and withholdings and print payroll checks, as well as offering many standard payroll reports.      Continue reading

Daycare Software – What size fits your Child Care Center?

As a daycare provider it’s important to choose management software that suits the needs and size of your child care center, preschool or similar place of early learning. With that in mind, ProCare Software offers a modular Daycare Computer Program so you choose only the components needed to manage your child-centered business in the most efficient and cost effective way. For smaller and home based daycare centers Mini-ProCare offers the same rich selection of features with affordable pricing and convenient payment plans. 

So what exactly is Mini-ProCare and how do you know which solution is right for your business?  Continue reading

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