Before doors open
Confirm the roster, staff assignments, emergency contact process and the person who can resolve a discrepancy. Make the check-in point easy for families to find. Decide how late arrivals, early departures and changes to pickup permission will be recorded.
Rosters reflect current enrollment; staff know their stations; an approved adult can resolve a name or permission mismatch.
At arrival
Record actual attendance rather than relying on registration. Give staff a way to notice who was expected but did not arrive, then use the organization's approved family contact process. Avoid leaving a child in an uncertain status while different staff assume someone else has followed up.
Each arrival has a time and responsible staff member; exceptions have a named owner; private information stays in the approved system.
During the session
Use the roster to support supervision and transitions between rooms or activities. If a participant leaves a group, staff should know who is responsible for the next handoff. Keep a brief record of changes that affect safety without turning ordinary participation into surveillance.
Headcounts match at transitions; staff know the group they supervise; concerns move through the established escalation route.
At pickup and review
Confirm the authorized adult through the program's approved process. Record departure and resolve any mismatch before releasing a participant. After the session, review unresolved attendance questions and adjust the next day's staffing or reminders.
Departure is confirmed; open issues are assigned; the team reviews patterns without sharing individual details broadly.