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The end of the year is a great time for celebrating the changes we’ve made and looking back on the challenges we’ve overcome. It is also a great time to block out an afternoon or so to look through your documents to make sure everything is up to date. Out of date documents are one of the most common deficiencies we see for Child Care Programs in general. Here are some tips to help you stay on top of these important document deadlines:
Find an Organization System that works For You
Whether it is a filing cabinet, binder system, or some other system that makes sense to you, organization plays a HUGE role in staying on top of important dates and documents. The Family Child Care Network of Kentucky recommends having a binder system for the important documents, and keeping them in an easily accessible area. This way, you know exactly where your documents are supposed to be and are able to access them while keeping active supervision over the children in your care.
Set Reminders in Your Phone
Immunization Records are one of the most common items that go out of date on an irregular basis. When you receive an updated Immunization Record, put a notification on your calendar for the week before the record expires, and then another for the day it expires. This provides the parent a week’s notice to get an updated record, and reminds you that the child needs a new record on that date or they will not be allowed to return to the program until an updated record is presented.
Emergency Drills are another one that tends to pass us by. Set reminders in your phone to help schedule when you need to complete each drill by. Remember, fire drills should happen, and be logged, monthly while earthquake, tornado, lockdown, and shelter-in-place drills should be logged quarterly.
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