Sign In/Out Sheet Manual for

School Readiness, Voluntary Prekindergarten and CSC Scholarship (CTC)

Providers

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Table of Contents

Sign In/Out Sheet Rules………………………………………………………………………….. 2

Mandatory Maintenance of Sign In/Out Sheets…………………………………..… 4

PAAM Guidelines ……….…………………………………………………………………………… 5

Tips for PAAM Success …………………………………………………………………………… 6

Post Audit Attendance Monitoring Outcome Report…………………………....… 7

School Readiness Parent Letter …………………………………………………………….. 9

Voluntary Prekindergarten Parent Letter …………………………………..………… 10

Sample Sign in/out Sheets……………………………………………………………………... 11

Sample Parent Validation Form……………………………………………………………. 13

VPK Short Form ………………………………………………….….….….….….….….….….…. 14

VPK Long Form…………………………………………………………………………….….….…. 15

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Sign In/Out Sheet Rules

The Coalition is responsible for conducting auditing activities to ensure the accuracy of the monthly payments/reimbursement requests. The Coalition or designee may audit sign in/out sheet records at any time. The Provider is responsible for maintaining original sign in/out records for each child’s daily attendance at the facility as well as cooperating with any requests related to auditing payments regarding School Readiness (SR), Voluntary Prekindergarten (VPK), and CSC Scholarships (CTC). Failure to produce original documents when requested may result in disallowed payments. The following is a list of rules and regulations to assist providers in meeting this requirement:

All children must be signed in and out daily, including time AM/PM. This includes school-age children, children transported by the Provider and children dropped off by their parent/guardian/person authorized. Facilities that have a child care license must comply with all licensing requirements relating to sign in/out sheets. General Sign In/Out Sheet Rules:

Format for Sign in/out sheets: Name of Facility/ Provider (must match name on issued license) Month / Year Name of child (must match name on the Family Central, Inc

Enrollment Certificate) Dates Time in (must be accurate to the minute, may not be rounded up or

down) Time out (must be accurate to the minute, may not be rounded up or

down) AM and PM must be specified if the provider offers night care

Full Signature required, of the parent or person authorized by the parent to drop off the child

Full Signature required, of the parent or person authorized by the parent to pick up the child

Siblings must have individual sign in/out sheets. White- out may not be used on sign in/out sheets. If an error is made, cross

through it with one line and write the correction above it or where space allows.

Signature Rules:

Not acceptable as full signatures: First name only First name with last initial Last name only Last name with first initial Initials only

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In no event may any officer, employee or volunteer of the Provider sign a child in or out except where it is logistically impossible for the parent/guardian/person authorized to physically sign the child in or out (such as where the child rides the bus) and where the parent/guardian has expressly consented in writing to an officer, employee, or volunteer of the Provider signing the child in or out. In cases where a provider signs a child in and out, the parent/

guardian/ person authorized must sign and date a statement monthly verifying their child’s attendance for the preceding month within ten (10) days.

The person signing children in and out must sign their own name. Under no circumstances may one person sign the name of another.

Electronic Sign In/Out Sheet Rules:

All of the above rules apply. Providers may not enter parents’ codes for sign in/out purposes. Parent/guardian/person authorized to pick up the child must review, sign

and date a print- out of the electronic sign in/sign out sheet within ten(10) calendar days after the end of each month.

Voluntary Prekindergarten Sign In/ Out Sheet Rules:

VPK Providers must ensure that in addition to daily sign in/out sheets, Parent/guardian/person authorized must verify the students’ attendance each month, on the prior month’s certified student attendance, Short Form.

VPK Providers that use a method other than a daily sign in/out sheet, the provider must ensure that parents verify the students’ attendance each month using the Long Form.

Short and Long Forms must be signed by the parent/guardian/person authorized within ten (10) calendar days after the end of each month.

Example: Sign in sheets and Short Forms or Long Forms and attendance.

Afterschool Sign In/ Out Sheet Rules:

School-age children who are picked up at school and transported by the Provider must be signed in by the Provider upon arrival each day and signed out by the parent.

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Mandatory Maintenance of Sign In/Out Sheets

Sign in/out sheets for the current month must be in use and on site. All children who

are present must be signed in and out. The Coalition can only authorize

reimbursement for children who are signed in and out on a daily basis.

Sign in/out sheets for the prior three months must be on-site and accessible for

unannounced audits.

All sign in/out sheets must be accessible during normal operating hours; Providers

must ensure that staff in charge in their absence has access to all sign in/out sheets.

Sign in/out sheets requested for Post Audit Attendance Monitoring (PAAM) must be

submitted upon request by the Coalition. In the event that the Provider does not

provide sign in/out sheets during the onsite monitoring, a Provider may submit the

sign in/out sheets by close of business on the day of monitoring by fax or through

the Provider Portal. The Provider must notify the Coalition if this situation occurs. If

not submitted by close of business, a reimbursement adjustment may be made for

any days for which a Provider was reimbursed and a completed sign in/out sheet

was not submitted.

Sign in/out sheets for School Readiness, Voluntary Prekindergarten and CSC

Scholarship providers must be maintained for a minimum of six (6) years after the

expiration of the Provider Agreement.

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PAAM Guidelines

The Coalition reserves the right to make inquiries about signatures, including request for

back-up documentation to substantiate that full legal signatures are being used.

For School Readiness/CSC Scholarships/Voluntary Prekindergarten (VPK):

Discrepancy, requiring an adjustment is an inability to determine whether the child was

present after reviewing the attendance sheet and sign in/out sheets.

Examples of discrepancies requiring an adjustment include:

Child marked present on the attendance sheet, but not signed in and out on the sign

in sheet.

Child marked present on the attendance sheet, but sign in and sign out signatures

are crossed out.

Child marked present and signed in and out by the provider without parent

validation.

Using an electronic sign in/out system a child was signed in and out by the provider

evidenced by use of the provider code, without parent validation.

Parent completed a verification of attendance prior to the end of the month, for

School Readiness only.

Parent did not verify by signature monthly attendance on electronic Sign in/out

sheets.

Any day(s) the provider exceeds licensed capacity.

Any day(s) for which a sign in/out sheet was not submitted.

Print out of electronic sign in/out sheets were not signed and/or dated within ten

(10) calendar days of the new month.

For Voluntary Prekindergarten (VPK) Only:

Child marked present on the attendance sheet but is not indicated as present on the

VPK Long Form.

VPK Long Form is not signed by the parent, verifying attendance as indicated within

ten (10) calendar days of the new month.

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An Error occurs when a child’s attendance is not in question however there is an

error/mistake in the completion of the forms.

Examples of errors include:

Child signed in but not signed out, child signed out but not signed in.

Child signed in and/or out using initials or last name only.

Time in and/or out is missing.

White-out appears to be used on sign in/out sheet.

Child signed in/out on a day coded as a holiday.

Child’s name does not match records (nickname, misspelling or “JR” missing are

some examples).

Provider name is not on sign in/out sheets or does not exactly match records.

Year and/or month not on the sign in/out sheets.

VPK Long Form and Short Form is missing the parent’s printed name.

AM/PM not on sign in/out sheets for providers approved for night care.

Child was signed in/out, but the attendance sheet has a blank spot.

Tips for PAAM Success

Ensure sign in/out requirements are included in the informational packet

provided to all parent/guardian/person authorized at your center, family child care

home, school, summer camp and/or afterschool program.

Review procedures with parents, and other persons authorized for dropping off

and picking up children regularly.

Review sign in/out sheets to ensure:

Child’s name matches the name on the child’s eligibility certificate.

Times in and out are accurately documented.

Parent/guardian/person authorized verified child’s attendance within the

ten (10) calendar days after the end of each month.

Review sign in/out sheets routinely to ensure that every child in attendance

was signed in/out. If the children are present and not signed in/out, address

it the same day with the parent/guardian/person authorized.

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School Readiness (SR), Voluntary Prekindergarten (VPK) and CSC Scholarship (CTC) Post Audit Attendance Monitoring Outcome Report

Date Mailed: _

Name of

Provider:

Audit Program: School Readiness VPK CSC Scholarship

Date of Audit:

Audit Type: Routine Follow-up Additional Follow-up Other ___________

Your Enrollment/Attendance Certification was audited against your Sign-in/out

Records for the month of:

The Audit results are as follows:

Number of children enrolled

Number of children’s records reviewed

Number of days reviewed

Number of days validated* without errors

Number of days with discrepancies requiring a adjustment

Percentage of days requiring an adjustment:

Total accuracy percentage for the month:

Missing sign-in/ sign-out records

Total Adjustment Amount Deducted: $

Attached please find a detailed Attendance/Adjustment Review Form of each record audited

indicating a discrepancy and/or error. *Verification of child’s attendance

Should you have any questions regarding this Outcome Report you must contact the Program

Assurance Manager via email/phone at Chelsea.Reinhart@elcpalmbeach.org /561-214-7426

within (10) calendar days from the date mailed. Please respond by:___________________

If not the Coalition will process the adjustment amount in your next month’s payment.

If this audit resulted in errors or discrepancies a follow-up may be conducted and the Coalition

recommends that you review the Sign In/Out Provider Manual on our website at

www.elcpalmbeach.org.

Reimbursement Specialist Signature Date

Program Assurance Manager Signature

(for discrepancies only)

Date

ELC use only: Errors/Observations

Comments:

Date uploaded to SharePoint: Name of Staff:

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School Readiness (SR), Voluntary Prekindergarten (VPK) and CSC Scholarship (CTC)

Attendance/Adjustment Review

Name of Provider:

Audit Type: Routine Follow-up Additional Follow-up Other ________________________

Your Enrollment/Attendance Certification was audited against your Sign-in/out Records for the month of:

Please note the following results:

Name of Child Child SSN

Number of

Days

Reviewed

Number of

days

Reimbursed

Number of

Days Validated

without errors

Number of

Days with

Discrepancy

Requiring

Adjustment

Missing

Sign-In

Sheet

Funding Description of

Discrepancy/Error

# of Days # of Days Y/N

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School Readiness Sign in/out Sheet Requirements

Parent letter

TO:

FROM: Early Learning Coalition of Palm Beach County, Inc.

DATE:

RE: Sign in/out Sheet Requirements

The Early Learning Coalition of Palm Beach County, Inc. is pleased to assist your family in providing childcare. A concern has arisen regarding the need for you to sign each child in and out daily. For the parents, this process is critical, as it ensures that an authorized person signs your child/children in and out each day. For the provider, this is a record that your child has attended their child care site that day.

It is a State requirement that both you and the provider ensure that daily sign-in and sign-out occurs. As a parent/guardian/person authorized, you agreed to sign your child/children in and out each day by signing the Terms and Conditions for Eligibility and Enrollment for School Readiness Services form. You are required to sign your child in and out each day they are in attendance at his/her child care provider. Please note that you must:

Sign your child(ren) in upon arrival and out upon departure each day of attendance.

Sign with a full signature as documented on a government issued ID.

Write accurate time in and time out to the minute, with no rounding up or down,

and include am and pm if you are receiving night care.

Due to funding requirements, the Coalition can only pay for children who are properly signed in and out on the sign in/out sheet. If these requirements are not met, the Coalition may not be able to pay for the days that your child is not properly signed in and out. If this happens, you may be responsible for payment to your child care provider if your children were in attendance but not properly signed in and out.

If you have any questions, you may contact the Program Assurance Manager at 561-214-7426.

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Voluntary Prekindergarten Sign in/out Sheet Requirements

Parent Letter

TO:

FROM: FROM: Early Learning Coalition of Palm Beach County, Inc.

DATE:

RE: VPK Sign in/out Sheet Requirements

The statewide voluntary prekindergarten program requires that parents verify their child’s attendance each month in the VPK Program. This means parents must sign their children in and out on a daily basis as well as certify their child’s attendance by the tenth (10th) day of the next month, on the Short Form or Long Form. The Coalition audits records to ensure this requirement is met. Due to funding requirements, payment can only be made to your VPK Provider when these requirements are met. You can assist in this process by ensuring you do the following:

Sign your child(ren) in upon arrival and out upon departure for each day of attendance.

Sign with a full signature as documented on government issued ID.

Enter accurate time in and time out each day (no rounding up or down)

Verify each month your child was in attendance by the tenth (10th) day of the new month on the Short Form or Long Form, signing with full signature.

If you have any questions, you may contact the Program Assurance Manager at 561-214-7426.

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Parent Validation Form

I swear (or affirm) that my child _____________________________________________________

(Child’s Name)

attended ______________________________________________________________ on the days

(Provider’s Name)

he/she was signed in and out. I certify that my child’s attendance was recorded

by the provider and that I or my representative has authorized in writing, for

the employee/provider to sign my child in and out, as it is logistically impossible

for me to sign my child in and out each day.

_____________________________________________ ______________________ Print Parent/Guardian Name Date _____________________________________________

Signature Parent/Guardian

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