child care forms
Sign in and sign out time, when parents drop their children off in the morning and pick them up at night, is a standard, but critical daily aspect of a childcare provider’s day. It is one of the first things they do in the morning, and one of the last things they do at night. Though it may become routine and second nature, morning and evening sign in/ sign out provides insight into daily operations, while ensuring the safety and security of each child.
Tracking attendance on sign in sheets gives childcare providers a record that helps calculate full-time equivalency, manage staff scheduling, and keep track of the number days a student has attended, as well as late pickups, to assist in accurate billing.
In addition to administrative records, attendance tracking with sign in sheets can also help ensure the safety of each child, giving caregivers visibility into where each child is, and when they arrived.
At Procare, we want to provide all of the tools necessary for childcare centers to be as successful as possible. To this end, we have created a number of free downloadable childcare sign in sheets and templates to assist in both administrative functions and child safety.
Download Blank Childcare Sign In Sheets
Below are links to downloadable daily, weekly, and monthly sign in sheets, as well as daily, weekly, and monthly roll call sheets.
In addition to sign in sheets and attendance forms, Procare also offers free childcare registration forms, meal tracking forms, and bus run sheets to childcare providers.
Childcare sign in sheets have a place for the parent, or authorized pickup person, to sign or initial the drop-off/pickup time.
Daily Sign In Sheets
This sheet provides a space for each child’s name, the time they were checked in and checked out, as well as a space for their parent or authorized guardian to sign, including room for additional comments.
This sheet provides the same standard sign in sheet format, with extra columns for centers that may need to check children in and out twice per day (such as before and after school programs).
This sign in sheet allows for two sign ins/ outs a day, with a space for the child’s name, when they checked in, and their guardian’s signature.
Weekly Sign In Sheets
This standard sign in sheet provides a space for guardians to sign each child in and out with an additional space for comments, in a Monday – Friday weekly format.
This sheet provides the same features as the standard weekly sign in sheet, but in a landscape view that allows extra space for guardian signatures.
This weekly sheet allows each child to be signed in and out twice per day on a Monday-Friday weekly basis.
This weekly sheet allows each child to be signed in and out twice per day on a Monday-Sunday weekly basis.
Monthly Sign In Sheets
This monthly sign in sheet provides a space for each child to be checked in and out on a monthly (31-day) basis, with an additional space for guardian signatures.
Download Blank Childcare Roll Call Sheets
Roll call sheets are for a teacher or staff member to mark which children are in attendance each day.
Weekly Roll Call Sheets
This weekly roll call sheet allows daycare instructors to track the attendance of each student on a 5-day weekly basis.
(Separate AM & PM)
This weekly roll call sheet allows daycare instructors to track the attendance of each student, with separate sections to take attendance in the morning and afternoon, on a 5-day weekly basis.
This sheet allows daycare instructors to track the attendance of each student on a 7-day weekly basis.
(Separate AM & PM)
This weekly roll call sheet allows daycare instructors to track the attendance of each student, with separate sections to take attendance in the morning and afternoon, on a Monday-Sunday (7-day) weekly basis.
Monthly Roll Call Sheets
(5 Day Weeks)
This monthly sheet helps childcare instructors to track attendance on a monthly basis. This sheet includes space for five 5-day weeks.
(7 Day Weeks)
This sheet helps childcare instructors to track attendance on a monthly basis. This sheet includes space for five 7-day weeks.
Attendance tracking is a necessary part of running a successful and safe childcare center. However, it can be difficult to stay organized while communicating with parents during pickup and drop-off and engaging with the children. With these daily, weekly, and monthly sign in sheets from Procare, childcare centers have everything they need to track attendance in a consistent, easy to manage format.
Get all of the childcare forms your center needs from Procare.
Interested in more free childcare forms and organizational tips? Check out these related articles.
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.
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.
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.
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.
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
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:
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.
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.
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.
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.
Interested in more tips on managing enrollment and back to school? Be sure to check out some of these related articles:
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
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.
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
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 firstname.lastname@example.org.
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