As a day care provider, there is a need for you to
keep records of almost everything. Record keeping provides
accountability for your business. Day care center business is a
profitable market so expect that the Department of Revenue will be
requiring you to keep track of the money you are making. Other groups or
organizations that would be demanding for documents from you would
include the state authorities, health agencies, licensing department,
parents, staff, funding agencies and more. Records have to be thorough,
well organized and accurate. The following are a compiled list of
records which are required by most groups or organizations.
Children's records are crucially valuable. These would include the
enrollment form, health forms, waivers, authorization letters from
parents, and school progress records. The Enrollment form is to be
filled up by the parents on or before the start of class. It should
include all of the child's demographics. Other information that needs to
be provided includes the child's home address, parents and guardians
name, contact numbers, emergency contact information, and more.
Information about the child's habits like toileting, nap, discipline
methods, and skills are important too. The enrollment form should be
signed by the parents confirming that all that is written therein are
true. Parents are also required to provide information about the child's
health history. The day care center should secure a copy of every kidís
immunization record and medical and health records.
Aside from records of students, staff records should also be organized.
It should have information about the teachers resume, reference records,
job description, first date of employment, health record, criminal
history, medical tests, transcripts, certificates, performance
evaluations and development plans.
Every day care facility should have its own curriculum records. It is in
these forms that daily, weekly, or monthly activity plans are recorded.
Daily schedules, monthly themes and yearly goals should also be in
print. Public relation forms should be compiled as a different entity.
News releases, newspaper clippings, brochures, posters, advertisements,
and even business cards are included in this form. Every staff meetings,
parents-teachers meetings should be recorded as well.
In cases of health issues, having a medication and injury log is helpful
especially when accountability is in question. Always have a
documentation of medications administered and injuries on the premises
and field trips.
You need to have a record filed and kept in order. It is nice to have
separate files for each category of records you have. Keep them in large
envelopes or folders. Try to visit other day care providers in your
neighborhood and see how they organize their record-keeping system. They
can give you an idea on how you would be making yours. Do not hesitate
to approach them; they have been in your position once. They would be
happy to lend you a hand by giving you an idea of how to run things for
your day care center.
time comes that you need to present proofs or records of things
happening around your day care center, you would be happy to have made
all the efforts of keeping a good file.