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Child Care Forms & Other Items You Need for The First Day of School

The first day of a new year or term at your child care center is both exciting and hectic. As a child care provider, chances are that as this day approaches you are busy getting the supplies you need, organizing daily daycare schedules for each class and age group, and coming up with activities that will engage and develop your students.

Daycare Center

However, in addition to these child-focused preparations, there are a lot of logistical tasks that must be taken care of before the children arrive on their first day. When parents drop their children off on their first day at your child care center, they need to be assured that you and your staff are fully prepared to care for their child’s needs, and that they will be secure in your care.

As a result, they are required to fill out multiple child care forms for you and your staff to have on hand. In addition to child care forms, there are multiple personal items that parents should bring on the first day to ensure their child is healthy and comfortable while away from home.

The First Day of School: Child Care Forms & Other Items

Keeping track of all of the forms, information, and additional items that parents need to bring on the first day can be difficult. To make this easier, the Procare team has outlined a list of everything a daycare provider needs before the first day of the school year, including free child care forms and templates for child care providers to download and use.

child care management software

Child Care Registration Forms

This form should include personal and medical information for the child, as well their parent or guardian’s information. Child care providers should give parents plenty of time to fill this out, and arrange any doctor’s visits that might be necessary.

It’s important that the form includes information like the child’s birthday, medical information, and allergies. This ensures that arrangements can be made to accommodate each child’s health needs prior to the first day. For example, if a child has a peanut allergy, you might choose to make your care facility peanut free.

Following information on the student, this form should include the names and contact information, including home, mobile, and work numbers for primary and secondary guardians. Finally, this form will include the best person and number to contact in the event of an emergency, as well as any other people the guardian wants to authorize to pick up their child.

Attendance Tracking Forms

Daycare Bus Run Forms

Child care providers have to know where each student is while in their care. That’s why attendance tracking sheets are necessary to manage each child from the moment they are dropped off in the morning until they are picked up at the end of the night. To account for this, child care providers will need daily sign-in sheets, roll call sheets, and bus run sheets.

Daily sign-in sheets can be filled in each morning by parents as kids are dropped off at school, while roll-call sheets can help you keep track of attendance between activities, such as if your care center has outdoor time during the day.

If your child care program uses a bus or another transportation system to pick up and drop off at the beginning and end of each day, daily bus run sheets can help you and your staff ensure each child is on the correct bus, gets on and off safely, and meets their guardian.

Meal Tracking Sheets  

daycare meal tracking

Child care meal tracking sheets are especially important if your child care center relies on the USDA’s Child and Adult Care Food Program (CACFP) which requires centers to track how many meals are claimed at your centers. Aside from CACFP, tracking the meals each child eats during the day is an important part of reporting to parents at pick up. Tracking what they ate during the day will inform what they are served that night, while helping to notice strange eating patterns that might be indicative of health issues.

As these forms and the information stored on them need to be easily accessible at all times, and often on the go, a child care management software can provide value through offering accessibility and automation.  

Other Items to Suggest for the First Day

daycare supplies

In addition to having all of the necessary registration paperwork completed, there are a few other items you might want to suggest parents bring on the first to ensure their child is comfortable:

Extra Clothes

It is a good idea to have parents bring one or two sets extra clothes, as well as a smock for painting. Kids can be messy especially during crafts, outdoor play, and at meals. Having clean clothes will ensure your child is comfortable. Additionally, it is a good idea to have parents bring seasonal supplies, such as hats, mittens, and scarves in the colder months, and sunscreen when its warmer.

Snacks

Depending on your child’s age, you may want to send them to their daycare center or after school program with a specific formula or snack. Make sure they also have their bottle or sippy cup.

Comfort Items

Finally, have parents bring one or two comfort items that will help their kids feel more at home in their new environment. This might be a favorite blanket, stuffed animal, or a picture of your family. 

Make sure everything you send in with your child is labelled with their name, as they can easily lose track of their possessions.

Final Thoughts

As the first day of your child care program approaches, it is important to make sure you have everything you need to ensure each child is comfortable and safe. Following this checklist will give you the material you need to stay in touch with parents, track child check-in, check-out, and attendance throughout the day, and help your student to feel more at home while in your care.

Looking for even more child care forms? Access all of our free and printable templates here.

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Tracking Who Hasn’t Turned in Their Form

One thing is true about programs for children. There certainly is a lot of paperwork to keep track of – registration forms, physician reports, agency approvals, field trip permission slips – you name it. How do you keep track of who still needs to turn in which forms? Although you can sift through the pile of papers on your desk to see who did turn in their forms, it’s the opposite thing you really need to know – who did not. How can you easily generate a follow up list to see which families need a reminder?   Continue reading

Free Daycare Registration Forms

Are you looking for printable registration forms to use for your child care, daycare center, preschool or similar child-centered business? At Procare Software we’ve been offering free daycare registration forms to our clients for several years, but now we’re making them available to anyone in the child care business.

daycare registration

You may be thinking something like this: “There must be a catch, right? You want me to subscribe to a newsletter or view a child care software demo or something.” Well, actually no. You can download a printable version and start using your daycare registration forms today, or choose the Microsoft Word format to use them as a starting point and edit the forms to your hearts’ content. And no, we don’t have a giant logo or copyright notice on these daycare forms. You are free to use them however you like.   

What is the Daycare Form Like?

It’s easy enough to see for yourself (links below). The daycare registration form is a simple three-page document with places to enter pertinent family and child information needed for your daycare center. There’s a place to list emergency contacts, authorized pick up people, child care billing rates, physician information, child allergies and more.

Of course, if you’re using Procare Family Data and Accounting Software you can print additional daycare forms like roll call and sign in sheets, birthday lists, class rosters, bus runs, camp rosters, and financial reports like customer statements and receipts. You can also create your own reports and even design form letters with the built-in word processor.

Free Daycare Registration Form Downloads

Two formats are available – printable .PDF format and editable .DOC (MS Word) format.

The Importance of Daycare Registration Forms

Keeping track of multiple young children is a difficult task, and before you even begin to care for a child, you also have to keep track of all of their pertinent personal information. This means knowing their medical history, allergies, who their guardian is, if someone else is authorized to pick them up at the end of the day, and more.

It can be hard to know where to begin and how much information you actually need to take great care of each child. Procare strives to help daycare professionals in any way possible, by removing these administrative challenges. With these daycare registration forms, you and your staff have all of the information you need before day one, ensuring you are prepared to provide high-quality care all year

Final Thoughts

Now that you have a better understanding of what daycare registration forms are, why it’s important to keep track of the information, and some free downloads to get started – you’re on your way to more organized child care operations.

If you’d like to see more forms like this, please post a comment below. Let us know what type of form you’d like to see and we’ll get working on them. We’d very much like to offer additional child care forms and other services to continue the Procare Software tradition of supporting excellence in child care management and the child care business community.

Looking to simplifying the day-to-day administrative tasks at your daycare? Learn more about Procare’s products & services.

If you have questions or comments about this article (or suggestions for another article) I’d be pleased to hear from you. Drop me a note at phil@procaresoftware.com.

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