Run After-School Program Daily Sign-In and Sign-Out Audit — Free

Audit Setup and Site Information

Audit date

Date on which this audit is being conducted.

Site / program name

Name of the after-school site or program being audited (e.g., Lincoln Elementary Y-Club).

Auditor name and role

Full name and title of the person conducting this audit (e.g., Site Director, Program Manager).

Total children enrolled today

Number of children expected on-site today per the enrollment roster.

Total staff on duty today

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

Sign-in log is present, current, and accessible to staff on duty critical (required)

The physical or electronic sign-in log for today's date is available at the check-in station before program start.

Yes No N/A

Every child present has a legible sign-in entry with arrival time recorded critical (required)

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.

Yes No N/A

Number of children signed in matches physical headcount critical (required)

Conduct a physical headcount and compare to the sign-in log. Record any discrepancy in the comments field.

Yes No N/A

Number of discrepancies between sign-in log and headcount critical (required)

Enter '0' if headcount matches the log. Any value above 0 requires immediate corrective action and comment.

Absent children are accounted for with a documented reason (parent call, school absence note, etc.)

For each enrolled child not present, staff have recorded a reason (e.g., parent called out, school absence). Unexplained absences are a non-conformance.

Yes No N/A

Sign-in log is stored securely and retained per program records policy (minimum 1 year recommended)

Previous days' sign-in logs are filed and accessible for licensing review. Verify at least the prior 30 days are on file.

Yes No N/A

Authorized Pickup List Currency and Accessibility

An authorized pickup list is on file for every enrolled child critical (required)

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.

Yes No N/A

Authorized pickup lists are current — reviewed and re-signed by parent/guardian within the current program year

Outdated lists (prior program year or unsigned) are a non-conformance. Staff should flag and request updated forms from families.

Yes No N/A

Authorized pickup lists are physically accessible to all staff at the sign-out station during dismissal critical (required)

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.

Yes No N/A

Any custody orders, restraining orders, or 'do not release' restrictions are flagged and visible to staff critical (required)

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.

Yes No N/A

Staff can correctly identify the authorized pickup procedure when asked (spot-check 1–2 staff)

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.

Yes No N/A

Sign-Out and ID Verification Procedures

Staff required to check government-issued photo ID for every adult picking up, including known parents critical (required)

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.

Yes No N/A

Sign-out log captures: child name, release time, releasing adult's name, and staff initials for each release critical (required)

Review today's completed sign-out entries. Each entry must have all four data points. Incomplete entries are a deficiency.

Yes No N/A

Number of sign-out entries missing one or more required data fields today critical (required)

Count entries lacking release time, adult name, or staff initials. Enter 0 if all entries are complete.

No child was released to an adult not listed on the authorized pickup list without documented director approval critical (required)

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.

Yes No N/A

Sign-out station is staffed by a designated employee — children are never self-released or released to another minor critical (required)

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.

Yes No N/A

Late Pickup and Emergency Contact Protocol

Written late pickup policy is posted or accessible to staff at the site

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.

Yes No N/A

Any late pickup incidents today were documented with times, contact attempts, and resolution

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.

Yes No N/A

Emergency contact numbers in each child's file are current and reachable (spot-check 3–5 files)

Pull 3–5 random enrollment files and verify emergency contact numbers are present and were updated within the current program year.

Yes No N/A

Staff know the escalation procedure if a child is not picked up and all contacts are unreachable

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.

Yes No N/A

Facility Safety and Supervision Environment

All exterior doors used for child pickup are monitored by staff — no unsupervised exit points critical (required)

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.)

Yes No N/A

Photo evidence (optional)

Sign-in/sign-out station is positioned to prevent unauthorized individuals from entering the child supervision area

The check-in desk or gate should create a physical barrier or chokepoint between the public entrance and the area where children are supervised.

Yes No N/A

Emergency evacuation routes are posted and unobstructed in the program area

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.)

Yes No N/A

Visitor/volunteer sign-in log is separate from the child sign-in log and in use today

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.

Yes No N/A

Deficiencies, Corrective Actions, and Auditor Sign-Off

Total number of critical deficiencies identified in this audit

Count all items marked 'No' that are flagged as critical. Any value above 0 requires immediate corrective action before the next program session.

Total number of non-critical deficiencies identified in this audit

Count all items marked 'No' that are not flagged as critical.

Summary of deficiencies and corrective actions assigned

List each deficiency by section and item name, the corrective action required, the staff member responsible, and the target completion date.

Were any incidents (unauthorized release attempt, missing child, injury) reported during today's program?

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.

Yes No N/A

Photo documentation of any deficiencies or unsafe conditions

Attach photos of any physical deficiencies observed (e.g., unmonitored exit door, missing signage, obstructed egress path).

Auditor signature

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

Audit Setup and Site Information

Attendance Roster and Sign-In Accuracy

Authorized Pickup List Currency and Accessibility

Sign-Out and ID Verification Procedures

Late Pickup and Emergency Contact Protocol

Facility Safety and Supervision Environment

Deficiencies, Corrective Actions, and Auditor Sign-Off

Get your results