2. Annual USDA Training for Head Start Staff Module Three Attendance Codes Meal codes Sign-In/Sign-Out Forms

3. We must record: Daily attendance Accurate meal attendance Arrival and departure times

4. Daily Attendance and Meals Worksheet, and the Sign-in/Sign-out form These ChildPlus forms are: sent via email sent weekly at the beginning of the year sent monthly later on Please use the most up to date version. Shred unused and outdated forms.

5. Attendance Codes P= Present A= Absent NS= Not scheduled* *Prior approval required to use NS. Please use a BLUE ink pen! NS used for a child’s unusual absence situation. Coach takes request to Cindy Buss. Our goal is to help parents understand the impact regular attendance has on school success.

6. What if a child is at the center for a very short time? Mark “P” no matter how short the time. Even if it’s only a minute!

7. If a child is absent Use the following codes to indicate why. It gives us information when we check on why a child or classroom has a poor attendance percentage. You will have a paper copy of these codes. Some classrooms keep it on the same clipboard as the attendance form, for easy reference.

8. Absence Codes 1Ill7No one home/no contact 2Missed Bus8Forgot 3Out of Town9Left area/no notice 4Overslept10No Transportation 5Dr/Dental Appointment11Needs Family Services 6Funeral12Other Ex: child absent due to missing the bus: Jack Black A-2

9. Meal Counts Meal attendance MUST be indicated “While participants are seated at the table.” This is known as “Point of Service.” In other words, meal attendance may NOT be marked before or after the meal.

10. Indicating Meal Attendance In addition to “P” (any amount of time a child is present), mark the appropriate meal: B = Breakfast L = Lunch S = Snack Disregard the meal designation instructions at the top of the ChildPlus form!

11. Double check numbers After attendance is taken at each meal and snack: please take a moment to count kids and then compare that count to the marked attendance to ensure that the marked attendance is accurate.

12. Adult Meal Count Indicate adult Breakfast and Lunch attendance each day at the top of the same form, next to: “Non-Part CACFP” Ex: Non-Part CACFP B4, L3

13. Attendance form with attendance, meal codes, and adult meals indicated

14. Sign-in/Sign-out form Recording of arrival and departure times is required by the Child and Adult Care Food Program. Signatures are required if a parent drops off the child or picks them up.

15. Sign-in/Sign-out form We use a ChildPlus form for this too. It will be emailed at the same time as the attendance form.

16. Sign-in/Sign-out form Staff may complete the form if a parent did not sign in or out. If children are bussed, staff writes in (only one time) bus time-in and time-out.

17. Sign-in/Sign-out form

18. What to do with these forms??? 1)At the end of the week, fax attendance form only to 231-922-0595 2) Make copies for your file 3)Then mail original (written on) attendance and sign-in/sign-out, stapled together, to: NMCAA Jane Nihiser 3241 Racquet Club Dr. Traverse City, MI 49684

19. More things to know… Take a minute to date forms correctly A Change of Status form must be sent to Michelle Karns for children who drop from the program. Use “A” when a child’s name still appears on the attendance sheet but they have dropped.

20. and more… You may write in a new child’s name on the bottom of the form. Indicate the reason for a center closure – snow day, power outage, and so on. Attendance and Sign-in/Sign-out forms can be used through the week even if a new month starts in the middle of the week.

21. and a wee bit more. Call Susan Duke-Tyler, Kris Krouse, or Jane Nihiser with questions regarding these forms. Susan 231-346-2122 Kris 231-346-2116 Jane 231-346-2175 We like questions

22. And reminders! Use BLUE ink Staple the forms together for mailing Thank you!