This resource provides universal templates and forms for organizations involved in social services, education, foster care, and childcare (e.g., daycares, schools, camps, shelters).
These documents are structured for broad applicability, helping analogous organizations in different states maintain compliance and efficiency.
Important Legal Disclaimer
Please note that while these documents are designed to be universally applicable, state laws vary significantly, especially regarding employment, background checks, and child welfare. These are templates only. Your organization must have these forms reviewed by legal counsel licensed in the state(s) where they will be used to ensure full compliance with local regulations.
1. Staffing, Volunteer, and Attendance Forms
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Daily Log for Employee and Volunteer Visits/Attendance – Tracking work hours and volunteer activity.
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Background Check Attestation Form (Personnel) – Confirmation of criminal history disclosure and consent for background check.
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Mandatory New Hire Forms Package – Comprehensive set for employee onboarding, including health statements and consents.
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Fingerprint Duplication Waiver Form – Used to avoid duplicate fingerprint checks in states with mandatory requirements.
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Volunteer Program Application Form – Standardized application for prospective volunteers and mentors.
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Personnel Data Questionnaire (Staff/Volunteer) – Collecting essential contact and personal information.
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Employee/Staff Training and Development Plan – Documenting required and completed staff training and continuing education.
2. Safety, Incidents, and Operational Checks
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Fire Drill Training Log – Recording regular fire and evacuation drills (for schools, daycares, shelters).
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Incident Report Form (Incident-Report) – Standardized document for recording injuries, conflicts, policy violations, or other occurrences.
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Visitor Sign-In/Sign-Out Register – Security measure for tracking non-staff access to the facility.
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Request Form for Excluded Parties Check (Child Safety Database) – Mandatory check against federal or state registries for personnel working with children.
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Monthly Fire and Technical Safety Log – A regular checklist for inspecting safety equipment and fire exits.
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Firearms on Premises Notification Form – Used in residential settings (e.g., foster homes) where firearm presence must be disclosed.
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Monthly Equipment Safety Check Protocol – Universal checklist for inspecting playgrounds, kitchen, and facility equipment.
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Monthly Attendance and Incident Summary Report – Consolidated report for management, oversight boards, or inspectors.
3. Child & Placement Records
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Daily Child Attendance Tracking Sheet – For logging the daily presence of children (daycares, camps, schools).
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Child Transportation Policy and Consent Plan – Outlines safe transportation procedures and initial parental/guardian consent.
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Child Information Card (For Foster Home or Center) – Key file containing medical history, emergency contacts, and special needs.
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Consent for Child Transportation – Specific permission from parents/guardians for trips, excursions, or daily transportation.
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Individual Transition Plan (For Youth Aging Out of Foster Care) – Preparing adolescents leaving the foster care system for independent living.
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Notice of Change of Child's Residence Form – Required for social workers and foster parents when a child's address changes.
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Request Form for Child's Social Security Number – For use by foster parents or guardians to obtain benefits/documentation.
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Notice of Closing of Foster Home/Care Center – Required procedure for compliance when discontinuing a care operation.
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Consent for Photo and Media Publication – Permission to use a child’s image in organizational media and promotional materials.
4. Health, Medication, and Nutrition Management
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Medical Clearance Form for Employees and Volunteers – Documenting that staff are medically fit to work with children.
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Individual Action Plan for Allergies/Anaphylaxis – Detailed emergency protocol tailored to a child's specific medical conditions.
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Nutrition Log (Menu and Meal Intake) – Tracking menu compliance and daily meal consumption (for daycares, camps).
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Medication Administration Log – Strict record of who received which medication, when, and by whom.
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Consent for Emergency Medical Treatment – Parental/guardian permission for emergency medical care in their absence.
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Medication Incident Log (Errors, Omissions) – Internal tracking and auditing of medication safety incidents.