OCFS-6009. Visitor Log

The OCFS-6009 Visitor Log is a required document for all licensed and registered child day care programs in New York State. Its purpose is simple but critically important: to record every non-routine visitor who enters the premises. This log supports child safety, program accountability, and compliance with New York State child care regulations administered by the Office of Children and Family Services (OCFS).

Although the form looks minimal, the way it’s completed matters—improper or incomplete visitor records are among the most common regulatory violations during inspections.

Purpose and Regulatory Background

New York State mandates the use of a visitor log for one core reason: children’s safety. OCFS requires day care programs to document anyone who is not a child in care, staff member, caregiver, volunteer, household member, employee, parent, or authorized pick-up person. This includes service workers (e.g., repair technicians), inspectors, new applicants touring the facility, and any unexpected visitors.

The log helps OCFS verify: who entered the program, when they arrived, why they came, how long they stayed, and whether any visit fell outside allowed categories or timeframes.

Who Should Use This Form

• Licensed daycare centers
• Group family day care homes
• Family day care programs
• School-age child care programs

Only the program staff—not the visitor—are responsible for ensuring the log is properly filled out and maintained.

When the Form Must Be Used

• Whenever any unlisted individual enters the building or play area.
• During routine inspections or monitoring visits from OCFS or other agencies.
• When contractors or maintenance workers perform repairs.
• When prospective parents tour the facility (if they are not yet authorized caregivers).

The form is not required for parents picking up or dropping off a child, approved household members, enrolled children, or regular staff.

Breakdown of Each Section

Program Information

The header requires the program’s full name, OCFS license or registration number, and physical address. These details tie each log sheet to a specific regulated facility. Missing or incorrect license numbers are a common compliance error.

Date

The date column must show the exact calendar date of the visit. OCFS inspectors often check for gaps or missing days during active program hours.

Printed Name & Signature

The visitor must provide both their printed name and signature. Some programs mistakenly allow only one; however, both are necessary to confirm identity.

Purpose of Visit

This should be specific. Examples include “HVAC repair,” “inspection,” “supply delivery,” or “tour for enrollment.” Vague entries like “visit” or “checking in” may be flagged as insufficient documentation.

Time of Arrival / Time of Departure

The form allows AM/PM selection for clarity. Staff should verify that times are complete and realistic. Missing departure times are one of the most frequent mistakes noted during OCFS monitoring.

Common Mistakes to Avoid

• Leaving a visitor entry partially blank.
• Failing to record a contractor or repair worker.
• Using a single log sheet for multiple non-consecutive dates.
• Allowing visitors to skip signing due to “short visits.”
• Filling in times after the fact instead of at arrival and departure.

Examples of Real-Life Situations

• A pest-control technician arrives for scheduled treatment—he must sign in, even if staff expected his visit.
• A prospective nanny touring the center with a parent must be logged as a visitor because she’s not authorized to pick up any child.
• A delivery driver who enters the facility (not just the front door) to assemble equipment must also sign in.
• An OCFS licensing representative arrives for routine inspection—their presence must be documented.

Required Supporting Documents

While the Visitor Log itself requires no attachments, programs often store it alongside:

• Daily attendance sheets
• Staff sign-in/sign-out sheets
• Emergency evacuation logs
• Program licensing information

Practical Tips for Correct Completion

• Keep the log at the main entrance or reception area.
• Train all staff on who qualifies as a visitor.
• Review logs weekly for missing times or unclear entries.
• Use a clipboard or binder to avoid losing pages.
• Store completed logs for the period required by NYS regulations (usually several years).

FAQ

• Who qualifies as a visitor? Anyone not employed by the program and not authorized for child pick-up or drop-off.
• Do inspectors need to sign the log? Yes. All agency representatives must be recorded.
• Should volunteers sign in? No, regular volunteers are not considered visitors; however, first-time volunteers may be logged until they are fully screened.
• Is a visitor log required for short visits? Yes. Duration does not matter.
• Where is the log kept? At the program site, easily accessible for inspection.
• What happens if entries are missing? OCFS may issue violations or require corrective action.

Micro-FAQ (Short Answers)

• Purpose? To document non-routine visitors in child care programs.
• Who fills it out? Program staff and the visitor.
• When required? Any time a non-authorized individual enters the premises.
• Attachments? None required.
• Submitted to? Stored on-site for OCFS inspections.
• Legal basis? NYS OCFS child care safety regulations.
• Retention? Must be kept as part of program compliance records.

Related Forms

• OCFS-6010 Daily Attendance Sheet
• OCFS-4705 Staff and Volunteer Information Form
• OCFS-6005 Safety Checklist for Child Care Programs

Form Details

• Form Name: Visitor Log
• Form Number: OCFS-6009
• Agency: New York State Office of Children and Family Services
• Purpose: Recording and monitoring all visitors in child day care settings
• Edition Date: 05/2014
• Region: New York State