Department of Public Health & Human Services

A: Records are required for three years past the contract year. As a best business practice, records should be maintained for seven years in accordance with requirements with IRS auditing practices.

A: Where confidentiality is definitely a focus of the State, it is imperative that a sequential log be kept; however, if legitimate safety issues are a concern for any specific children, the first two initials of the child’s last name may be used (example: John Sm. for Smith).

A: Unfortunately, the standardized form will be the only option for a sign in/sign out sheet. We had to go to a standardized form which allows for consistency and ensures that all of the required information is included. The standardized form was created through a collaborative effort in order to meet the needs of QAD, CACFP, and the Best Beginnings Child Care Scholarship.  

A: The form is required for LCPs and any provider who is either registered or licensed through QAD, programs participating in CACFP, and programs participating in the Best Beginnings Child Care Scholarship Program. Although policies regarding the standardized form are not currently in place, they are in the writing process and will be mandated by policy in the near future. We chose to distribute the state form now in order to allow programs to develop processes in order to implement more smoothly when the rules are finalized.    

A: Due to the variance in electronic systems, please contact one of the programs below. Please send a copy of the paper documentation that is generated to the ECSB address provided for review so we can check to make sure all required information is captured. You may continue to use your system during the transition period, but please make sure to send us this documentation by July 1. Excel or other computer data entry programs do not qualify as electronic systems; electronic systems use fingerprinting, key pad entry, swipe cards, etc., for parents to check their children in and out each day

A: Unfortunately, this is not allowable. Federal guidance has made us more aware of the importance of having consistent protocols in place. Audits across the state have pointed out several inconsistencies with the current process. It is essential that the sign in/sign out sheets be filled out as children arrive and leave in order to track the hours the children attend in a more accurate fashion. When the parents have to fill out the information, it makes them more accountable for the accuracy of the records. Pre-printed forms cannot be arranged in the order of arrival and makes parents less accountable for the information

A: The provider is responsible for printing, maintaining, and retaining the new form. You can find the new form online in the following locations:

Early Childhood Services Bureau’s Website: www.bestbeginnings.mt.gov under “What’s New?” at the top left of the page.

Quality Assurance Division: http://www.dphhs.mt.gov/earlychildhood/whatsnew.shtml

This form is available in both landscape and portrait orientation. The portrait orientation allows for more spaces for the children; however, there is less space for parents to sign. Either form may be used.

A: Definitely. Please use a pen that will not bleed through when printing and using this new form on double-sided paper.

A: Yes; as long as it remains sequential and is filled out by the parents.

A: If the provider signs the child in or out, the parent must verify the accuracy of the information.  For instances where the provider signs a child in, the parent would verify the record when the child is picked up.  If, in the off-chance, the parent cannot verify the day of care with a signature (i.e. out of town), it should occur the next day, or, per example, when the parent returns.   In these cases, the parent must be able to review the record and sign that the times were accurate.   

A: These should be tracked using the invoice; not on the sign in/sign out sheet.