Daycare Compliance Checklist & Best Practices
Stay compliant with federal and state regulations by following these essential guidelines and best practices.
Daily Compliance Checklist
Morning Opening
- Verify staff-to-child ratios are met
- Check emergency exits are clear and unlocked
- Verify first aid kits are stocked
- Confirm staff CPR/First Aid certifications are current
- Check playground equipment for hazards
- Verify cleaning/sanitizing supplies are available
Throughout the Day
- Maintain accurate attendance records
- Document all incidents and injuries
- Record medication administration
- Sanitize toys and surfaces regularly
- Conduct regular headcounts
- Monitor safe sleep practices for infants
End of Day
- Verify all children have been picked up by authorized persons
- Complete daily attendance logs
- Secure all entrances and exits
- Document any notable observations
Record-Keeping Requirements
Maintain these records for the specified periods:
| Document Type | Retention Period |
|---|---|
| Child enrollment records | 3 years after departure |
| Attendance records | 3-5 years (state dependent) |
| Staff background checks | Duration of employment + 3 years |
| Incident/injury reports | 5+ years (check state law) |
| Medication logs | 3 years after child departs |
| Training documentation | Duration of employment + 3 years |
| Health and immunization records | Until child departs + varies by state |
| Emergency drill logs | 3 years minimum |
Staff Training Requirements
Ensure all staff complete required training:
Before Working with Children
- Background check clearance
- Child abuse recognition and reporting
- Health and safety orientation
- Emergency procedures review
- Safe sleep practices (infant caregivers)
Within First 90 Days
- CPR certification (pediatric)
- First aid certification
- Medication administration training
- SIDS/safe sleep training (infant caregivers)
Annual Requirements
- Minimum 15-24 hours of professional development (varies by state)
- Child development training
- Health and safety updates
- Emergency preparedness refresher
Physical Environment Compliance
Indoor Safety
- Outlet covers on all unused outlets
- Cleaning supplies locked and out of reach
- Furniture secured to walls
- Window blind cords eliminated or secured
- Emergency lighting functional
- Smoke detectors tested monthly
- Fire extinguishers inspected annually
Outdoor Safety
- Fencing secure with locked gates
- Fall zones with appropriate surfacing
- Equipment age-appropriate and in good repair
- No gaps or openings that could trap heads
- Shade available for hot weather
- Supervision plan for outdoor areas
Emergency Preparedness
Required emergency drills and documentation:
| Drill Type | Frequency | Documentation |
|---|---|---|
| Fire drill | Monthly | Date, time, evacuation time, issues noted |
| Tornado/severe weather | Quarterly | Date, time, shelter locations used |
| Lockdown | 2x per year | Date, time, procedure followed |
| Evacuation (off-site) | Annually | Full evacuation procedure test |
Common Compliance Mistakes
- Expired staff certifications (CPR, background checks)
- Incomplete enrollment paperwork
- Missing emergency contact information
- Inconsistent medication documentation
- Unrecorded incidents or injuries
- Skipped emergency drills during bad weather months
Using SafePass for Compliance
SafePass Daycare helps you maintain compliance with:
- Digital attendance tracking - Accurate, timestamped records
- Staff ratio monitoring - Real-time alerts when ratios are at risk
- Incident documentation - Easy reporting with photo evidence
- Parent communication logs - Documented notification history
- Check-in/out records - Authorized pickup verification