Sign In-Out
Records

Compliance Indicator

Documentation of recording & reporting attendance records are consistent with certified hours of enrollment that are established for the child/parent/guardian.

Regulations/Reference

CCD Program Instrument: I. Family Files CCD 05b
Title 5: 18065, 18066, 18066.5, 18067, 18068

Monitoring Review Evidence

• Verification of Excused Absences & Abandonment of Care Policies

• Attendance Registry Records

• Sign-In/Out Records

• Written Materials for Parents

Attendance Forms/Tools

Sign-In/Out Record

According to the regulations, the attendance record, also referred to as a sign-in/out sheet is the primary source document for audit & reimbursement purposes for children physically attending care.

What this might look like in a program:

A Sign in/out Sheet Reminder cheat sheet is kept by the daily sign-in/out record to remind both staff & parents of the basic requirements that include:

1. Parent/Guardian full legal signature at time of arrival & departure

2. Actual time of arrival & departure

3. Absences are recorded

   • Child name

   • Date

   • Reason for absence

   • Full legal signature of staff or parent/guardian

Tracking Systems

Contractor’s must establish sound tracking systems to ensure absence types that have limitations are tracked:

Best Interest Days

• Limited to 10 days per contract period

• Must have a tracking system in place

• No limit for CPS & At-Risk children

What this might look like in a program:

• Agency tracks attendance & the family is notified when they are near &/or have used all of their 10 best interest days.

Irregular Attendance

Regular attendance is very important for a child’s development & sense of stability.

A system should be in place for Staff to work with families who have irregular attendance to determine if any support is needed to improve attendance. 

What this might look like in a program:

• Contractors establish a procedure of communication to families when a child is having irregular attendance.

• Staff work with families to develop strategies that promote regular attendance using a Child Attendance Success Plan

Attendance Record Verification

When attendance is entered or reconciled by a different person or office other than the teacher that is on-site, a system to ensure staff are reviewing sign-in/out sheets daily for accuracy is ideal. This ensures the attendance records contain:

1. Parent/Guardian full legal signature at time of arrival & departure

2. Actual time of arrival & departure

3. Absences are recorded

   • Child name

   • Date

   • Reason for absence

   • Full legal signature of staff or parent/guardian

What this might look like in a program:

Each week, teaching staff complete the Classroom Attendance Records Submission Checklist verifying that they have reviewed the sign-in/out sheet for accuracy prior to submitting attendance records for entry.

After reviewing the video lesson & sketch pad notes, it’s time to check for understanding by completing a Knowledge Check. Note that Individual Knowledge Checks will conclude with a Certificate.

Individual Knowledge Check (ProProfs) >

Group Knowledge Check (Kahoot!) >