Published 15 Aug 2023
What is a Daycare Form?
A daycare form is a tool used by educators and daycare providers to ensure that daycare operations are up to standard and that childcare data is processed in an organized manner. Information gathered from daycare forms can serve as supporting documents for a child observation report. Moreover, daycare providers can leverage the insights from these reports to improve their care services and better comply with relevant childcare regulations.
In this article
- The Importance of Daycare
- Compliance Requirements for Daycare Centers
- How To Best Manage a Daycare
- What to Include in a Daycare Form
- FAQs about Daycare Forms
- Manage Daycare Operations Smoothly with a Checklist
- Top Daycare Form Templates
The Importance of Daycare
Daycare providers and childcare workers help parents navigate the early stages of childhood development. While daycare is often a necessity for two-income households, it can also be an option for parents who still want to be involved in their child’s day-to-day activities but need professional help or guidance.
Among the many tasks of childcare workers, one of the most crucial is nurturing a child’s interpersonal skills through a positive learning environment, opportunities for social interactions, and esteem-building activities. Since these developmental experiences take place during the formative years of a child’s life, enrolling in daycare can shape their sense of self, others, and the world around them.
Compliance Requirements for Daycare Centers
Like most educational institutions, daycare centers must follow local and national laws. These laws ensure that daycare providers meet the minimum requirements for childcare programs in their place of operation.
- Attendance records
- Behavior management policies
- Children’s records
- Daycare contract forms
- Daycare incident report forms
- Emergency preparedness plans
- Equipment and material checklists
- Facility inspection checklists
- Meal planning forms
- Parental consent forms
- Playground inspections
- Preschool assessment forms
- Safety assessment forms
- Staff training and evaluation forms
How To Best Manage a Daycare
Since daycare is usually not a prerequisite for entering primary school, it can be difficult to sustain enrollment throughout the year. While each daycare is unique and has its own philosophy of early childhood learning, there are a few best practices for managing operations for both increased enrollment and child achievement.
Involve the Community
A traditional African proverb states that it takes a village to raise a child, and it still rings true today. While there may be issues with asking every member of the community to participate in daycare activities, the opposite is much easier.
Aside from attending local events, another tip would be to form connections with pediatricians, realtors, and HR departments. It’s in their interest to know about the daycare as their patients, clients, and employees may ask about childcare services in the area.
Have an Online Presence
A daycare should have at least either a Facebook page or a website. If the daycare already has a Facebook page, it’s important to always think carefully about what to post. Additionally, make sure that the page is active (posting frequently) and responsive to comments made by parents.
As for the daycare website, though hiring a professional to help set it up can result in a better-looking and more complete website, it’s also possible to do this on one’s own through user-friendly tools like WordPress.
Use a Digital Daycare Form
Sending updates to parents is simply more convenient with a digital daycare form. With one tap or click, you can let parents know if their child is struggling or succeeding, the specific activities their child likes/dislikes, and the steps they can take to hasten their child’s development.
Using a digital form also allows you to record and track each child’s performance and cognitive development. This gives you further insight into what technique works best for the child and where their strengths lie.
What to Include in a Daycare Form
Daycare teachers spend most of their time closely observing children throughout the day. They must note their observations and notify parents of their child’s routine, progress, and setbacks. This task becomes easier with the help of a daycare form.
When writing these daily reports, it’s a must to include the following items in your daycare forms:
- Title Page – Start your daily daycare report by filling out the basic information about the child, including their name, date and time of arrival, and the teacher’s name.
- Parent’s Corner – Next, ask the parents about their child’s feeding and sleeping condition at home. Parents can also relay instructions to help you better take care of their child during their stay in the daycare.
- Diaper Change Record – Keep track of the child’s diaper change schedule by noting the time and type of diaper change done during the day.
- Bottle Feeding Record – Indicate the time the child is bottle-fed, along with the amount (in ounces) and type of bottle they consumed (formula, breast, or milk).
- Meal Record – Your form should also dedicate a section for documenting the child’s meals. It should note what time the child ate, the meal prepared for that time, and the amount of food they consumed.
- Sleep Record – Naptimes are an integral part of any daycare, so it’s important to keep a record of them at all times. In this section, indicate the start and end times of the child’s sleep time.
- Recommendations – Wrap up your report by writing your observations and helpful notes for parents. Rate the child’s overall behavior for the day and list any additional items that the child may need during their stay.
- Sign Off – Affix your name and signature to the form as proof of completion.
Caregivers and teachers can accomplish this in a digital format, as shown in the example below.
FAQs about Daycare Forms
Here are three essential must-haves when operating a daycare:
- A safe, healthy, and stimulating learning environment
- Highly qualified and trained educators
- Adequate teacher-student ratio to support learning
Ideally, there should be a lower teacher-student ratio, but this count will depend on the child’s age group. For example, the Office of Child Care in the United States recommends having a class size of 6-12 toddlers for children ages 1-2 years.
Generally, a daycare checklist should cover routine tasks such as diaper changes, meals, bottle-feeding sessions, and sleep times. It should also provide enough space to jot down observations and additional instructions from parents. Lastly, this checklist should include a field for rating the child’s overall condition throughout the day.
Manage Daycare Operations Smoothly with a Checklist
Operating a daycare center involves an array of tasks that go beyond taking care of children. It can range from continuously communicating with parents to ensuring compliance with childcare standards. These processes often come with a lot of paperwork, which can sometimes consume time due to their sheer volume.
Fortunately, daycare workers can streamline their day-to-day operations with the help of SafetyCulture (formerly iAuditor), the world’s leading operations platform. They can simplify time-consuming tasks using the following features:
- Save time and easily accomplish daycare forms on your mobile device, tablet, or computer.
- Capture photos, videos, and notes for a more thorough documentation of childcare data.
- Generate comprehensive reports in weblink, PDF, Excel, and Word formats.
- Save childcare data in the cloud for easy access, storage, and sharing.
- Instantly report issues inside the daycare and assign corrective actions from your mobile device.
Get started for free with SafetyCulture or download one of our top daycare form templates below.
Top Daycare Form Templates
This daycare daily report template is used to record children’s overall behavior in the facility. Use this template to take note of a child’s eating habits and attitude toward learning activities. Conducting daily reports can help assure parents that their child’s well-being is given the utmost care.
A toddler daily sheet is used by daycare providers to record food intake, naps, and diaper changes. Use this checklist to track a child’s progress and share insights with parents. Then, conveniently generate and send a copy of this sheet to parents in PDF, Excel, and Web formats.
A daycare incident report form is used to gather necessary facts in the event of an accident occurring within the facility. Use this template for data gathering, take photo evidence of incidents and generate comprehensive reports to share with parents and administrators.
This daycare kitchen checklist is used to evaluate kitchen cleanliness and staff hygiene. You can also use this checklist to ensure that waste materials are properly disposed of. Finish the form with your recommendations and overall assessment of kitchen safety for preparing kids’ meals.
This child observation form template can be used to record the educator’s insights on the child’s behavior, interactions, and learnings in the daycare. Take pictures with SafetyCulture on your mobile to document the social, emotional, communication, cognition, or physical learnings of the child. Conveniently send your forms to parents via PDF or a web link that they can click anytime anywhere on their mobile, iPad, tablet, or computer.
This preschool skills checklist can be used to assess the physical, mental, and emotional learning developments of a child. Perform preschool assessments to help identify the child’s readiness and improvement on skills needed for the next school year. It covers social, motor, language, reading, comprehension, and writing skills. Moreover, subjects like math, science, arts, music, and social studies are also included in this checklist.
You can use this preschool assessment checklist to evaluate the child’s learning development. This template can help assess the child’s approach to learning and take note of the child’s social and emotional development. The teacher can take photos with SafetyCulture on a mobile device and generate reports to show how the child participated in daycare activities.
Use this daycare contract template converted using SafetyCulture to document the agreement between the parent/s and the daycare. This template includes the child's personal information, daycare schedule, mode of payment, and special requests or instructions from the parents. Verify the agreement through digital signatures and send copies via PDF or weblink.