Attendance Records Policies and Procedures

Daily Sign-In and Sign-Out Required

Parents or guardians must sign their child in and out each day upon arrival and departure. These records are essential and may be requested by the Ministry of Children and Family Development (MCFD) for funding purposes and by Fraser Health to verify compliance with the Child Care Licensing Regulation (CCLR).

Accurate Time Recording

Parents must ensure the recorded time matches the actual time on the clock at the facility. Accurate timekeeping is critical for liability, emergency procedures, and supervision records.

Daily Attendance Tracking

Staff must mark each child’s attendance in the official Attendance Form every day upon arrival. Attendance should be recorded promptly and accurately. Use the appropriate codes as provided below:

P – “present”

A – “absent” (when we do not know why)

S – “sick”

H – “home” (when child stays with the parents for whatever reason)

V – “vacation” (should be marked in advance, so we can accept temporary registrations and drop-ins)

DP – “Drop-in, Present” (extra days or drop-in registrations)

DPA – “Drop-in, Absent” (important to mark for billing reasons) 

Record Storage and Archiving

At the end of each month all Attendance Forms and Sign-In/Out Sheets must be collected and archived in the office. Records must be kept on file for at least one year and be readily accessible for review by licensing officers or funding agencies.

‍