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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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Automatic Tuition Collection Becomes Mandatory

TE-CollectionProcare Software, the nation’s leading child care management solution provides an automated tuition collection service called Tuition Express. During our frequent conversations with users and non-users alike, a common theme continues to surface, parents pay late.

The solution to this problem is to make automated tuition collection the only way you collect tuition and fees. With Tuition Express, child care providers make the service mandatory for parents and late payments become a thing of the past.

Automated and integrated tuition collection is easier, safer and more convenient for you and your customers. Today’s parent doesn’t carry a checkbook. They handle all their financial transactions online or set up automatic payments. Additionally, by processing payments automatically—transactions are posted to each parent’s account instantly.

How do you convince parents to accept automated payments?

Some families may be resistant, but directors are simply saying, “Our management software allows us to collect tuition automatically. That gives us more time with the children—and that’s important to all of us!”

Is it affordable and reliable?

Tuition Express is it’s own processor. This means substantial cost savings that we pass on to you with the lowest rates in the industry. We offer rock-solid reliability, handling more than a million transactions each month for nearly 200,000 families across North America.

If you’re currently a Procare user and you’re not using Tuition Express, or if you’re a child care owner or director and would like to learn more, call us at 1-800-338-3884. You can also click here to find more information online.

How to Compare Child Care & Daycare Software

scalesHow do I find the best child care and daycare software program for my needs?
Choosing child care management software is an important investment of your time and financial resources. It requires research and careful consideration of the following items:

  1. Define your Goals: Which administrative tasks do you want to tackle? What parts of your center need improvement and streamlining? How can software simplify the management of your business?
  2. Features: Based on your goals, ensure the software includes the most essential modules and can grow with your business… Family Data, Family Accounting, Attendance Tracking and Employee Data are basic essentials which should be included in any package.
  3. Pricing: Make an educated choice based on value not just price. The smart decision will be the one that meets your goals and yields a return on your investment. Does the software include functionality to save time, money and  improve operational processes? Be sure to get a complete understanding of cost, fees and contract obligations.
  4. Consultation: Knowledgeable software consultants will help you determine how you’ll benefit from automation. Being experienced with daycare and child care management issues, including billing and accounting, your consultant should clearly understand your goals and needs.

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3 Methods For Simplified Child Attendance Tracking

Pretty soon the school buses will be rolling again. Perhaps they already are in your area. That likely means your childcare business will be busy with school-age children in a variety of before and after school programs.

The thing is, when a large group of children arrive or depart at once, how do you efficiently track their time and attendance? The bus arrives, the children hop off and you need to get the entire bus load checked in, pronto! This can be especially challenging as kids have varied schedules, some arriving earlier and leaving later.  Have no fear, Procare is here with a number of easy-to-use child attendance tracking options.

child attendance tracking

Child Attendance Tracking Basics

The most basic way to record child arrival and departure times is with a simple bus run sheet. You can print them out and have the bus driver or other staff person mark who is being picked up or dropped off.

If you’re already using Procare Software, bus rosters are built right in. You’ll find them under the “Tracking” section in the Family Data module. This makes it easy to automatically print the names of the children assigned to each bus.

If you’re not yet using Procare, print some of our free bus run sheets that come blank, and you can fill in the names yourself.

Child Care Bus Roster

Childcare Time Cards

Another option is to check children in so hours are automatically recorded on each child’s time card. With time and attendance tracking software there are several options.

 

Before & After School Time Card

  1. A staff person (teacher or bus driver, etc.) can quickly check all children in or out at once. This can be done at a regular computer or through a check-in screen. See: Let Teachers Check Children In
  2. If you schedule children in advance, you can use the batch post time card tool to check kids in and out based on their scheduled times for the day. You can even schedule them for both before and after- school time slots.
  3. You can assign the teacher or bus driver as a pickup person for each child and use the Receptionist Check-In feature to look up the pickup person and quickly check in the appropriate children. See: 3 Time & Attendance Methods for Your Daycare.

Mobile Child Check-In App

Childcare providers who subscribe to the Procare Cloud have access to a host of Procare mobile web applications, allowing them to access child attendance tracking features from any device and location with an internet connection. This simplifies attendance tracking, allowing staff to check students in as they get on or off their assigned bus using a tablet. See: Mobile Apps for Childcare Management 

mobile-check-in

 

 

 

 

 

 

 

 

 

Final Thoughts

Attendance tracking is necessary at any childcare center. It ensures that every child gets to and from the center or after school program safely. It also helps childcare staff to calculate accurate hourly billing rates, based on when each child arrived and departed. With Procare, there are several simple options to track child attendance, allowing staff to choose the option that best fits in with established processes.

Learn how Procare can help streamline child attendance tracking and other childcare tasks.

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