Run Childcare Staff-to-Child Ratio Daily Compliance Log — Free

Inspection Details

Inspection date and time recorded critical (required)

Center name and site location identified critical (required)

Inspector or director name recorded critical (required)

Shift or coverage period identified critical (required)

Reference ratio chart or licensing standard on file

Record the applicable internal ratio chart or state licensing reference used for the day.

Room-by-Room Ratio Verification

Infant room ratio met at opening count critical (required)

Enter the observed children-per-staff ratio for the infant room at the opening count.

Toddler room ratio met at opening count critical (required)

Preschool room ratio met at opening count critical (required)

School-age room ratio met at opening count

Mixed-age room ratio documented against the most restrictive applicable standard critical (required)

Confirm the room was evaluated using the most restrictive applicable ratio for the enrolled age mix.

Yes No N/A

Ratio Breaks and Substitute Coverage

Any ratio break occurred during the day critical (required)

Yes No N/A

Ratio break start and end times recorded

Record the time the ratio break began and the time coverage was restored.

Note (optional)

Reason for ratio break documented

Substitute or float staff coverage assigned critical (required)

Yes No N/A

Substitute staff member identified

Enter the substitute, float, or cross-trained staff member who restored coverage.

Staffing Coverage and Attendance

All scheduled staff present and on duty

Yes No N/A

Staff break and lunch coverage maintained without ratio loss critical (required)

Yes No N/A

Arrival and departure times for staff recorded

Document any late arrivals, early departures, or mid-shift coverage changes.

Emergency coverage plan available if a staff member leaves unexpectedly critical (required)

Yes No N/A

Director notified of any staffing variance

Yes No N/A

Documentation, Corrective Action, and Sign-Off

All ratio exceptions documented with corrective action critical (required)

Yes No N/A

Supporting evidence attached if needed

Attach supporting evidence such as staffing board, room roster, or coverage schedule when a variance occurred.

Record reviewed for completeness and accuracy critical (required)

Yes No N/A

Inspector signature critical (required)

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Run: Childcare Staff-to-Child Ratio Daily Compliance Log

Inspection Details

Room-by-Room Ratio Verification

Ratio Breaks and Substitute Coverage

Staffing Coverage and Attendance

Documentation, Corrective Action, and Sign-Off

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