Before you start

• •Sign-in sheets or digital sign-in system ready and accessible
• •Classroom ratios confirmed before first arrival
• •Health check checklist posted at each entrance
• •Emergency contact information current in the child's file

The procedure

Step-by-step, in order. Each step has the action and the reason it matters.

1. 1

   Greet each parent and child by name at the door

   Stand at or near the entrance from 7 minutes before open. Greet every parent and child personally. If you don't know a child's name yet, say so and ask — don't guess.

   Why: A parent who is greeted by name is a parent who feels their child is known and safe. This is the #1 driver of retention in childcare.

2. 2

   Perform a visual health check before the child enters the room

   Observe: eyes (clear vs red/discharge), skin (no visible rash, no unusual spots), behavior (alert and engaged vs lethargic). Ask: 'How is [name] feeling today? Any illness symptoms at home in the last 24 hours?' Do this every morning, every child, without exception.

   Why: A sick child who enters the classroom exposes every other child. A visual check at the door is your best prevention gate.

3. 3

   Complete the sign-in log

   Record: child's name, arrival time, parent/guardian name, any notes about the child's day (slept poorly, needs extra nap, medication on file). Use the digital system or written log — whichever is your standard — but every field must be completed.

   Why: An incomplete sign-in log creates attendance discrepancies, licensing violations, and liability in the event of any incident.

4. 4

   Check for any medication, special items, or parent notes

   If a parent hands you medication: document the medication name, dose, time requested, and parent signature on the medication log. Place the medication in the designated secure location — not in the child's bag in the classroom.

   Why: Medication given without a signed log is a licensing violation in every state. Medication left unsecured is a child safety incident.

5. 5

   Walk the child to the classroom and hand off to the lead teacher

   Do not let a child walk unaccompanied from drop-off to classroom. Walk with them, make the introduction to the lead teacher, communicate any notes about the child's day.

   Why: Unaccompanied child movement between drop-off and classroom is a supervision gap. It only takes one incident to result in a licensing investigation.

6. 6

   Update the parent communication board or app

   Mark the child as arrived in your communication system. If you use a parent communication app, post the arrival acknowledgment. If you use a physical board, update the arrival status.

   Why: Parents who don't receive an arrival notification call within 20 minutes. Ten parents calling at once creates a distraction that takes staff off supervision.

7. 7

   Reconcile the attendance count at end of drop-off window

   After drop-off closes, count children present in each room. Confirm against sign-in log. Any child not present who was expected: contact the parent within 15 minutes of expected arrival.

   Why: A missing child not noticed until mid-morning is a licensing crisis. A 15-minute contact protocol is both safe and legally defensible.

Verify when done

• ☐Every child health-checked before entering the room
• ☐Sign-in log complete with all fields filled
• ☐All medications documented with parent signature
• ☐Every child walked to classroom and handed to teacher
• ☐Attendance reconciled at end of drop-off window

Common mistakes

• ✕Skipping the health check when parents are rushing
• ✕Not recording arrival time on the sign-in log
• ✕Accepting medication without a signed parent log
• ✕Not reconciling attendance against the expected list

Trainer notes

Health checks must happen before every child enters the room, even on busy mornings when parents are in a hurry. A skipped check that lets a sick child in is a licensing event.

Common questions