Sign In-Out
Records

Compliance
Indicator

The program has adopted policies and procedures that are consistent with statutes and regulations on excused absences. Documentation of recording and reporting attendance records are consistent with approved certified schedule that are established for the child/parent/guardian.

Regulations/Reference

EED Program Instrument: I. Family Files EED 06
Education Code: 8205, 8207, 8223.5, 8234, and 8247
Title 5: 17818 - 17822
Management Bulletins: 17-03, 17-04, and 24-04

Monitoring Review Evidence

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

  • Complete legal signatures

  • Daily actual times of arrival and departure

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

  • Record of absences

Attendance Forms/Tools

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:

A Sign in/out Sheet Reminder cheat sheet is kept by the daily sign-in/out record to remind both staff & parents of the basic requirements that include on a daily basis, the authorized person must:

1. Enter the time of arrival and departure

2. Sign using full signature for both arrival and departure times

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.

Individuals Providing Support Services

In the event that support staff, such as coaches or clinicians, are involved in a child’s program, they must have documented authorization from the parent or guardian to sign that child in or out.

What this might look like in a program:

• Annie, an authorized clinician, signs Phillip out daily for support services. Within the attendance record, Annie records the time she signs Phillip out and back in again with her full signature.

Emergency Cards

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.

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