Daily records: what educators fill in as things happen
These are the forms that get filled in while something is happening rather than in advance.
Grouped by what prompts them rather than in an order, since none of these happen on a schedule.
All 12 forms below are free. Create an account to add any of them to your service.
When a child is hurt
The educator who was there fills in the record on a phone at the time, not from memory at 6pm. The responsible person reviews it, and the parent signs it.
Record and track incidents, injuries, trauma and illness involving children as required by Australian childcare regulations.
When a child is unwell
Record an illness on its own form or on the incident record. If there is an infectious disease at the service, record it and the notice you send families.
Record and document illness incidents involving children including symptoms, first aid, and medication details.
Staff form to document infectious disease incidents and record notifications to families and authorities.
When you give medication
Record each dose on the medication record. Use the asthma and anaphylaxis records when medication is given in an emergency.
Record medication administered to a child including dosage, witness details, and required signatures.
Record asthma medication administered to a child including symptoms, dosage, and required signatures.
Record anaphylaxis emergencies including symptoms, adrenaline autoinjector administration, and emergency response.
When you observe learning
Educators record what they notice about a child’s learning, and each observation is stored against the child.
Staff form to document behavioural observations and incidents involving children.
When something on the premises is not right
A hazard report captures the problem; a maintenance record captures what was done about it.
Staff form to report and document hazards identified at the childcare service premises.
Staff form to document maintenance issues and repairs at the childcare service premises.
Also worth having
Not part of this job, but they come up. Add them separately if you need them.
Staff form to document child protection concerns, disclosures, and mandatory reporting actions.
Staff form to record emergency and evacuation drill details, outcomes, and improvements.
Staff form to document and communicate behavioural or developmental observations to families.
Also called
- Daily childcare forms
- Daily record keeping
- Educator daily forms
- Childcare staff records
- Day to day childcare paperwork
Other guides
OSHC forms: before school, after school and vacation care
The forms an outside school hours care service runs on — enrolment, getting to and from school, vacation care excursions, and medication.
Vacation care forms: excursion permission and regular outings
The forms a school holiday program runs on — a permission form for each excursion, regular outings, and bus checklists.
Enrolling a child: the forms you need
The enrolment record itself, plus the booking, emergency contacts, medical conditions and standing authorisations that go with it.
Forms parents and guardians fill in
Every form you send out to families — enrolment, permissions, collection arrangements, medication authority and feedback.
Forms your educators fill in
The records staff complete — incidents and illness, medication given, observations, safety checks and transport.