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Run: After-School Program Daily Sign-In and Sign-Out Audit

Audit daily child sign-in, sign-out, pickup authorization, and ID checks at an after-school site. Use it to catch release errors, late-pickup gaps, and custo...

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Audit Setup and Site Information

Date on which this audit is being conducted.
Name of the after-school site or program being audited (e.g., Lincoln Elementary Y-Club).
Full name and title of the person conducting this audit (e.g., Site Director, Program Manager).
Number of children expected on-site today per the enrollment roster.
Number of program staff present at the site today. Verify this meets required child-to-staff ratios per state licensing.

Attendance Roster and Sign-In Accuracy

The physical or electronic sign-in log for today's date is available at the check-in station before program start.
Each child's row on the sign-in log shows: child's full name, date, time of arrival, and signature or printed name of the adult who dropped them off. Blank or illegible entries are a deficiency.
Conduct a physical headcount and compare to the sign-in log. Record any discrepancy in the comments field.
Enter '0' if headcount matches the log. Any value above 0 requires immediate corrective action and comment.
For each enrolled child not present, staff have recorded a reason (e.g., parent called out, school absence). Unexplained absences are a non-conformance.
Previous days' sign-in logs are filed and accessible for licensing review. Verify at least the prior 30 days are on file.

Authorized Pickup List Currency and Accessibility

Verify that each child's enrollment file contains a signed authorized pickup form listing at minimum one primary guardian and any additional approved adults. Missing forms are a critical deficiency.
Outdated lists (prior program year or unsigned) are a non-conformance. Staff should flag and request updated forms from families.
Lists must be at the point of release, not locked in an office. Electronic systems must be accessible on a device at the sign-out location.
Legal restrictions on pickup must be documented in the child's file AND communicated to all on-duty staff. A flag or alert in the system/file is required.
Ask one or two staff members to describe the steps for releasing a child. They should reference: check name against list, verify photo ID, record release time and adult name, obtain signature.

Sign-Out and ID Verification Procedures

Program policy must require ID verification at every pickup, not just for unfamiliar adults. Exceptions (e.g., waiver policy) must be documented and approved by program director.
Review today's completed sign-out entries. Each entry must have all four data points. Incomplete entries are a deficiency.
Count entries lacking release time, adult name, or staff initials. Enter 0 if all entries are complete.
Any exception release (e.g., emergency alternate pickup) must have written or recorded director authorization and a copy of the adult's ID on file.
Observe or confirm that a staff member is physically present at the sign-out point during dismissal. Children must not be permitted to leave unescorted or with a sibling under 18 unless explicitly authorized in writing.

Late Pickup and Emergency Contact Protocol

Policy should specify: grace period (if any), late fee structure, escalation steps (call parent, call emergency contacts, contact child welfare if unresolved), and maximum wait time before escalation.
If no late pickups occurred today, mark N/A via comment. If late pickups occurred, verify the log entry includes: child name, scheduled pickup time, actual pickup time, contact attempts made, and final resolution.
Pull 3–5 random enrollment files and verify emergency contact numbers are present and were updated within the current program year.
Spot-check one staff member. They should be able to state: how long to wait, who to notify internally, and when/how to contact local child protective services or law enforcement.

Facility Safety and Supervision Environment

Walk all exterior doors accessible to children. Each must be staffed or alarmed during dismissal. Propped-open or unmonitored exit doors are a critical deficiency. (Ref: NFPA 101 §7.2 — means of egress must be maintained and supervised.)
The check-in desk or gate should create a physical barrier or chokepoint between the public entrance and the area where children are supervised.
Verify at least one posted evacuation map is visible in the main program space and that all marked exit paths are clear of furniture, equipment, or stored materials. (Ref: NFPA 101 §7.1.10 — means of egress must be maintained free of obstructions.)
Adults who are not picking up a child (e.g., volunteers, vendors) must sign a separate visitor log and wear a visible visitor badge while on-site.

Deficiencies, Corrective Actions, and Auditor Sign-Off

Count all items marked 'No' that are flagged as critical. Any value above 0 requires immediate corrective action before the next program session.
Count all items marked 'No' that are not flagged as critical.
List each deficiency by section and item name, the corrective action required, the staff member responsible, and the target completion date.
If yes, confirm that an incident report has been completed and submitted per program policy. Attach or reference the incident report number in the comments.
Attach photos of any physical deficiencies observed (e.g., unmonitored exit door, missing signage, obstructed egress path).
By signing, the auditor certifies that this inspection was conducted in person on the date recorded and that all entries are accurate to the best of their knowledge.

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