TIPS - Table of Contents

Family child care is a demanding profession which requires efficient usage of time. To be successful, and to convey an atmosphere of security for the children enrolled, one must manage demands on time with a balance of routine and flexibility. An organized child care program can strengthen the provider’s confidence, which naturally benefits the children. To be organized does not mean always having everything in order. It means having the skills to put things in order, when they need to be, while remaining in control.

The purpose of this tip sheet is to help child care providers focus on the many facets of organization, and help them decide which will work best for their program.

Tips on staying organized include the following:
Make decisions ahead of time

• Plan menus and activities for the week
• Think through possible problems, and have action plans prepared.
• Avoid on-the-spot decisions; this will lessen everyone’s anxiety.

Set priorities.

• Establish routines on which the children can depend.
• Be careful about spreading yourself too thinly with other obligations.

Familiarize yourself with available resources in your community including:

• The county health department
• County family living agent
• County certified
• State licensing specialist
• Family Resource Center
• Local Resource and Referral Agency
• Child Care Information Center
• Early childhood professional organizations
• Public library and toy lending libraries
• Provider support groups
• Food programs
• Other family child care providers.

Bulletin Boards are effective for organizing materials. Post:

• Menus
• Activity plans for the week
• Daily schedules
• License and non-compliance statements
• Program updates
• Wish list
• Parent news
• Field trip information
• Evacuation Plan
• Fire and safety checklist
• Community Events

Many programs use a separate checking account to keep their income and expense records.

Food program calendars may help with managing records for:

• Attendance
• Menus
• Expenses

Many people use a three-ring binder with separate tabs, or a portable file box to organize records

The Importance of Record Keeping in Family Child Care:

Routine record keeping provides needed documentation for:

• Licensing specialists
• County agencies
• Food programs
• Parents
• State and federal tax authorities

What Records Are Typically Needed?
In Wisconsin, the following are either required or suggested:

Yourself:

• Background Information Disclosure Form
• Documentation of training and continuing education
• Registry certificate
• Staff Health Report
• TB test
• First Aid and CPR certification
• Drivers’ license

Assistants and Substitutes:

• Staff Record
• Wage and tax records
• Job Description
• Personnel policy
• Background Information Disclosure Form
• Documentation of training and continuing education
• Registry certificate
• Staff Health Report
• TB test
• First Aid and CPR certification
• Drivers’ license, if applicable

Children’s Records:

• Enrollment form and Health History including:
• Date of birth
• Date of first day of attendance
• Emergency contact information
• Emergency medical permission

• Child Health Report
• Immunization record
• Intake Information for Child Under 2 Years
• School-age Agreement
• Transportation Permission
• Authorization to Administer Medication, if applicable
• Field trip and other permission slips
• Observation notes
• Referrals
• Assessment records
• Parent conference notes
• Documentation of other parent communications

Activity Plans:

• Daily, weekly, or monthly activity plans
• Daily schedule
• Activity ideas

Emergency Plans:

• Name, address and phone number of emergency back-up person
• Copies of posted emergency plans
• Posted emergency phone numbers
• Policies and procedures for emergency evacuations such as:
  • Fire
  • Tornado
  • Flash flood
  • Medical emergencies
  • Missing child
  • Severe weather
  • Unauthorized child pick-up
  • Other, as deemed necessary

Equipment Records:

• Lists of major equipment items
  • Sources
  • Costs
  • Warranties
  • Maintenance manuals
• Sanitation of toys and equipment
• How
• When

Financial Records:

• Parent contracts
• Attendance records
• Fees collected
• Receipts for all expenditures
• 1040 Individual Tax Return
• Schedule C of Form 1040
• Profit or (Loss) from Business or Profession
• Schedule SE
• Social Security or Self-Employment Tax
• Form 4562 Depreciation
• Form W-2 Wage Statement
• Form 1040ES Federal Estimated Tax Payments
• Checking account statements

Food Service:

• Copies of menus and food served
• Documentation of substitutions
• Food allergy information
• Kitchen equipment inventory
• Nutrition updates
• Receipts
• Reimbursement records
• Daily attendance

Home Records:

• Utility bills
• Floor plans
• Remodeling records
• Appliance and furniture expenses
• Lead and asbestos test records
• Mortgage payment records
• Lease/rental agreements
• Maintenance and upkeep records
• Property tax statements

Insurance Records:

• Liability
• Motor vehicle
• Accident
• Medical
• Disability
• Filed claims

Other Adults Living in the Household:

• Background Information Form

Pets (Dogs & Cats):

• Current rabies vaccination records

Program Policies:

• Dated, current copies of all policies

Safety:

• Fire and Safety Checklist
• Water test records
• Medical and injury log

State Licensing Records:

• Copy of license application
• License certificate and licensing letter of transmittal
• Correspondence with licensing specialists
• Non-compliance statements

Transportation Records:

• Vehicle Safety Inspection Report
• Evacuation drill records
• Drivers’ license
• Parental permission to transport
• Parental permission for emergency medical attention

WCCIP • 2109 S. Stoughton Road, Madison WI 53716 • Ph 800.366.3556 • Fx 608.224.6178
These tip sheets developed by WCCIP, March 1998 with funding from the WI Dept. of WFD, Office of Child Care, and DHFS