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 06
Title 5: 18065, 18066, 18066.5, 18067, 18068

Monitoring Review Evidence

• Verification of Excused Absences & Abandonment of Care Policies

• Documentation of reporting attendance records are consistent with certified hours of care

• Evidence of completed daily attendance records and best interest day logs. 

• Written Materials for Parents

• Procedures conducted to prevent fraud within attendance and enrollment reporting, and provider payments

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 providers & 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 provider 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:

• Contractor 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 & Providers 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

Since attendance is typically entered & reconciled by the contractors office, a system to ensure providers are aware of what is required on the daily sign-in/out sheets 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 provider or parent/guardian

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.

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