Childcare Enrollment Forms
Use this free set of forms to gather essential information during enrollment.
Essential printable childcare forms
When choosing which childcare forms to use, think about how they can work together to create a comprehensive record keeping system. While some forms will capture basic details, others will need to document more specific information.
Eliminate unnecessary paperwork and maintain accurate records with brightwheel. Store all your childcare records digitally in each student's profile and log sleep checks, meals, and health checks with the tap of an icon.
Here are the essential childcare forms your program might need:
- Childcare enrollment forms
- Daily report forms
- Sign-in sheets
- Staff evaluation forms
- Waiting list forms
- Emergency contact forms
- New family intake forms
1. Childcare enrollment forms
A childcare enrollment form is one of the most important documents you’ll use. It formally registers a child in your program and is a key part of the admissions process. This form gathers all necessary information from families to ensure a smooth start.
An enrollment form includes:
- Child and guardian information
- Emergency contacts and medical details
- Authorized pickup persons
- Consent for photography, field trips, and medical treatment
- Acknowledgment of program policies and payment agreements
A clear and thorough enrollment form sets a professional tone and ensures you have all critical information on hand before a child’s first day.
2. Daily report forms
A childcare daily report form gives families updates on their child's day, including activities, behavior, and progress. This report typically covers meals, naps, and diapering or toilet routines. It's a good idea to include a notes section for unique events, like reaching a developmental milestone.
Consider using different daily report forms for each age group to reflect their unique developmental stages and routines.
For accidents, brightwheel's incident reporting feature lets you document required information and share it with families instantly. You can create custom forms that staff can access quickly and store them securely for compliance.
3. Sign-in sheets
Most programs must keep accurate attendance records to ensure children's safety and security. Sign-in sheets are a simple way to track attendance and can also improve operations like staffing and regulatory compliance. You can use a daily sheet for each child or one for the entire program.
Here’s why maintaining accurate sign-in sheets is important:
- Government regulations: Many states require attendance monitoring to maintain a childcare business license. You may also need to document attendance for children receiving government-subsidized care.
- Daily planning: Attendance records help you plan for supplies and ensure you meet required child-to-teacher ratios. These records can also help you predict enrollment and inform your marketing efforts.
Your sign-in sheets should include fields for the child's name, date, and sign-in/sign-out times, plus a column for notes.
4. Staff evaluation forms
Regular employee evaluations are vital for staff performance and professional growth. Schedule evaluations every six to 12 months to provide constructive feedback. These can include a written assessment and an in-person review.
As part of this process, give your staff a self-evaluation form. This form can include sections for staff to rate their performance, list achievements, and identify areas for improvement. A comprehensive staff evaluation form shows your commitment to your team's development.
5. Waiting list forms
A standardized waiting list form helps you keep track of families interested in your program. When families complete this form, you can also share your waitlist policies to keep them informed and streamline enrollment.
Your waiting list form can include:
- Child's information
- Application fees
- Enrollment periods and criteria for admission (e.g., priority for siblings)
- How families are prioritized (e.g., first-come, first-served)
- Your contact details
Managing a waitlist can be a challenging task but using standardized forms can ensure you are capturing the correct information for each family and make the process as organized as possible.
6. Emergency contact forms
While you hope to never need them, it's essential to have emergency contact forms on file for every child. These forms ensure you're prepared for any situation.
An emergency contact form records:
- Child's information: Full name, date of birth, and address.
- Family information: Names and contact details for legal guardians.
- Emergency contacts: At least one other person to call in an emergency.
- Medical information: Any health conditions, allergies, and medications.
- Physician and insurance details: This helps staff respond quickly in a medical emergency.
7. New family intake forms
Positive engagement with families starts from day one. A new family intake form welcomes families and provides you with important information about their child.
This form can include sections for families to share details about their child's personality, interests, and learning style. It's also an opportunity to understand each family’s unique circumstances and expectations for your program.
Digital vs. paper forms
While traditional paper forms have been used in child care for years, digital forms offer several advantages that can streamline your operations and enhance security.
Paper forms:
- Pros: They are familiar and easy for some families to use. They don't require any special technology.
- Cons: Paperwork can be easily lost, damaged, or misplaced. Storing them requires physical space, and ensuring they remain confidential can be challenging. Manually updating information is time-consuming and can lead to errors.
Digital forms:
- Pros: Digital forms are accessible from any device, making it easy for families to fill them out anytime. They are stored securely in the cloud, reducing the risk of loss or damage and saving physical space. Updates are instant, ensuring you always have the most current information. Digital solutions are also more eco-friendly.
- Cons: Some families may not be comfortable with technology or have reliable internet access. Choosing a secure and user-friendly platform is essential.
Using a childcare management tool like brightwheel can help you transition to digital forms smoothly, offering a secure, centralized system for all your administrative needs.
Tips for storing and managing childcare forms
Storing and managing childcare forms correctly is essential for maintaining trust, ensuring safety, and staying compliant. Here are some best practices for handling both physical and digital documents securely.
Maintaining confidentiality
Children's records contain sensitive information, so confidentiality is crucial.
- Limit access: Only authorized staff should have access to children's files.
- Secure storage: Keep physical files in locked cabinets. For digital files, use password-protected systems and grant access only to necessary personnel.
- Train your staff: Ensure your team understands the importance of confidentiality and follows your program's privacy policies.
Following retention policies
State regulations dictate how long you must keep certain records after a child leaves your care. These policies vary by location, so it's important to know your specific requirements. Generally, you’ll need to store records for several years. Always check with your local licensing agency to ensure you are compliant.
Simplifying compliance with brightwheel
A childcare management tool like brightwheel can simplify how you store and manage forms. With brightwheel, you can:
- Store documents digitally: Securely store all forms in one centralized, cloud-based location. This reduces the risk of physical damage or loss and makes it easy to find what you need.
- Control access: Manage permissions to ensure only authorized staff can view sensitive information.
- Track compliance: Keep a clear, organized digital trail of all documents, making it easier to meet state retention policies and prepare for licensing visits.
By implementing these practices, you can protect sensitive information, stay compliant, and streamline your administrative tasks.
Checklist for annual form updates
Regularly updating forms is crucial for maintaining a safe and compliant childcare program. It ensures you have the most current information for each child, which is vital in emergencies and for daily care. Most licensing agencies require an annual review of all paperwork. A good practice is to tie this process to the child's enrollment anniversary or the start of a new school year. Use this checklist to stay on track:
- Review and update emergency contacts: Ensure all phone numbers and addresses are correct.
- Verify medical information: Confirm allergies, medication needs, and healthcare provider details.
- Renew consent forms: Check expiration dates on permissions for photos, field trips, and medical treatment.
- Distribute updated information: Make sure all relevant staff can access the latest records.
- Set a reminder for next year: Schedule your next annual review to maintain compliance.
Do more with childcare forms
Using clear, standardized childcare forms improves your daily operations and strengthens communication with families and staff. When you have an organized system for collecting and updating information, you can spend less time on paperwork and more time in the classroom.
