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

• Completed daily attendance records (sign-in/out records)

  • Complete legal signatures

  • Daily actual times of arrival and departure

  • Provider initials when school-age child departs and/or returns

  • Record of absences

Attendance Forms/Tools

Attendance Record

According to the regulations, the attendance record whether maintained on a paper sign-in and out sheet or through a secure digital system, is the primary source document for audit and reimbursement purposes.

What this might look like in a program:

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

Digital Sign-In/Out

While digital and electronic signatures are permitted for attendance documentation, specific measures must be in place to ensure they meet required security and verification standards. A compliant system must:

• Be unique to each authorized individual

• Be verifiable by the licensee & regulatory agencies

• Remain under the sole control of the user

• Be tamper-evident, invalidating signatures if data is altered

• Be secure, with safeguards such as passwords or authentication

• Maintain an audit trail of entries, edits, & users & be available in a hard copy

Attendance for Reimbursement Purposes

Attendance, for the purposes of reimbursement, includes excused absences as defined in a contractors excused absence policy. If the absence is claimed by the contractor as an excused absence, the attendance accounting records must contain specific information.

When an excused absence occurs, the absence must be clearly documented on the attendance record. The record must include:

• Name of child

• Date of absence

• Reason for the absence, &

• Parent full legal signature, or full legal signature from a staff person if verification is made by telephone

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.

A best practice is to conduct intentional, routine check-ins with families to verify that their emergency contact information, authorized adults, and phone numbers are current.

Maintaining accurate and up-to-date emergency cards is not just a compliance requirement, it is a critical part of keeping children safe.

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!) >