TIPS - Table of Contents

Record keeping provides accountability for any business. Records need to be thorough, accurate and well organized.

Administrators of child care centers need to maintain records for the following groups:

• State and federal authorities
• Health and family service agencies
• Licensing specialists
• Parents
• Staff
• Boards of directors
• Funding agencies

These groups may require some, or all, of a center’s records. The lists compiled on the following records lists, are either required by the state of Wisconsin, or suggested by experienced child care professionals.

Attendance Records:
Daily record for each child, to include:

• First and last name
• Birth date
• Sign-in and out time if hours of arrival and departure vary
• Expected and actual pick-up time
• Procedure for staff knowing child location at all times

Board of Directors Records:

• Copies of agendas
• Meeting minutes
• Membership
• Committees
• Bylaws
• Policies

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
• Field trip and other permission slips
• Observation notes
  • Referrals
  • Assessment records
  • Parent conference notes
  • Documentation of other parent communications

Curriculum Records:

• Copies of daily, weekly or monthly activity plans
• Daily schedules
• Yearly themes
• Curriculum goals

Emergency Plans:

• Copies of posted emergency plans
• Posted emergency phone numbers or 911
• Policies and procedures (to include individual staff responsibilities) 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
  • Play equipment inventory
• Sanitation of toys and equipment
  • How
  • When

Facility Records:

• Building/site plans
• Building inspection records
• Lease/rent agreements
• Fire safety inspections
• Emergency exit plans
• Floor plans
• Lead and asbestos test records
• Water test records (Nitrate water tests are required if children under 2 years of age are served.)
• Utility bills.

Financial Records:

• Parent contracts
• Fees collected
• Individual family ledger sheets
• Expenditures
• Receipts
• Wage and salary records
• Time sheets
• Balance sheets
• Financial audit
• Monthly and annual budget projections
• Checking account statements
• Tax payment records

Food Service:

• Documentation of cook orientation and training
• Mealtime routines
• Copies of menus and food served kept on file for at least three months
• Food allergy information
• Documentation of substitutions
• Kitchen equipment inventory
• Nutrition updates
• Detailed kitchen instructions including:
  • Food storage
  • Hand washing
  • Dishwashing procedure
  • Kitchen and eating surface sanitation

Insurance Records:

• Copies of certificate of insurance
• Insurance policies such as:
  • Liability
  • Motor vehicle
  • Accident
  • Medical
  • Health and disability
  • Correspondence and filed claims

Medication and Injury Log:

• Documentation of medication administered
• Injuries on the premises
• Injuries on field trips
• Injuries received by children prior to arrival at the center
• Semi-annual staff review of injuries

Organizational records:

• Organizational chart
• Articles of incorporation and bylaws for nonprofit centers
  • Federal tax exemption determination letter
  • State sales tax exemption notice
• Incorporation papers for profit centers
• True Name Certificates
• Limited Partnership Certificate
• Partnership Agreement
• 501C3 Federal Tax Exemption

Parent Bulletin Board:

• Hours
• Closings
• Ages served
• Menus and substitutions
• Activity plans for the week
• Daily schedule
• License and non-compliance statements, and all state enforcement actions
• Availability of program policies and state licensing rules
• Program updates
• Staff introductions
• Wish list
• Parent newsletters
• Field trip information
• Notification to parents of exposure to communicable disease
• Evacuation plan
• Fire and Safety Checklist
• Non-discrimination statement
• Grievance procedure
• Community events
• Day Care Center Licensing Rules

Program Policies:

• Dated, current copies of all policies
• Records of changes sent to licensing specialist

Program Evaluation Records:

• Self-evaluation plans, and staff surveys
• Copies of program evaluation surveys by parents

Public Relations:

• Copies of news releases
• Clippings from newspapers
• Program brochures
• Posters
• Advertising
• Yellow page advertising
• Business cards

Staff Meeting Records:

• Agendas
• Dates
• Hours
• Attendance
• Minutes
• Annual plan

Staff Records:

• Application for employment
• Resume
• Reference records
• Job Description
• First date of employment
• Staff Record form
• Staff Health Report
• Background Information Disclosure Form
• Criminal History Record
• TB test
• Transcripts of formal education
• Certificate from The Registry
• First Aid and CPR certification
• Staff orientation checklist
• Continuing education record
• Driving record
• Copies of performance evaluations
• Professional development plan

State Licensing Records:

• Copy of license application
• License
• Letter of transmittal
• Correspondence with licensing specialists
• Non-compliance statements and plans of correction

Substitutes:

• Hours and days worked
• Staff Record
• Background information Disclosure Form
• Documentation of qualifications

Transportation Records:

• Vehicle Safety Inspection Report
• Route logs
• Evacuation drill records
• Evidence of drivers’ safety record
• Parental permission to transport
• Parental permission for emergency medical attention

Volunteers:

• Documentation of 2 hour orientation prior to working in the center
• Schedule of the hours of volunteers
• Staff Record
• Background Information Disclosure Form for volunteers in regular contact with children

 

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