Michigan Daycare Record Keeping Requirements

The Records That MiLEAP Checks During Every Inspection

Record keeping is not a one-time licensing hurdle — it is an ongoing compliance requirement that MiLEAP consultants verify at your original inspection, your six-month renewal, and every biennial renewal after that. Missing or incomplete records are among the most common corrective action citations for Michigan home daycares.

The records break into three categories: child enrollment files, personnel files, and operational logs.

Child Enrollment Files

For every child in your care, you must maintain an individual file containing:

• Child Information Record (Form CCL-3731) — the child's full legal name, date of birth, home address, parent contact information, emergency contacts, and physician information
• Written parent authorization for emergency medical treatment
• Medication Permission Form (CCL-1243) — written parent permission with the medication, dosage, route, and time constraints
• Immunization records or a valid waiver signed by the parent
• Written food allergy policy — the 2026 rule update requires providers to maintain a formal food allergy policy
• Discipline and guidance policy — keep the written policy with your licensing records
• Enrollment agreement — your written terms covering hours of operation, fees, payment schedule, pickup authorization, and termination procedures

The enrollment agreement is not a state-prescribed form — you create it yourself. But it should clearly document the care arrangement so both you and the parent have a signed reference if a dispute arises. Include your illness exclusion policy, holiday closures, and late pickup procedures.

Personnel Files

Under rule R 400.1906 (condensed in the 2026 rule overhaul), you must maintain a single personnel file for every staff member and child care assistant. Each file must contain:

• CCBC eligibility determination letter — proof that the individual passed the Child Care Background Check
• Signed Consent and Disclosure Form — the background check authorization signed before fingerprinting
• Medical Clearance (Form CCL-3704) — physician attestation of physical and mental fitness to care for children for the licensee and child care staff members
• CPR and first aid certificates — current, covering pediatric, infant, child, and adult CPR
• MiRegistry membership confirmation — staff must create their account within 30 days of hire
• Training transcripts — documentation of completed professional development hours

Retain personnel and driver files for the duration of employment and a minimum of two years after the individual leaves, as required by R 400.1906.

Operational Logs

Beyond individual files, you must maintain several running operational records:

• Daily attendance records — showing each child's arrival and departure times, verified by the parent or authorized pickup person
• Medication administration logs — documenting each dose given, the time, and who administered it
• Fire drill records — monthly drills with dates, times, and the number of children present
• Severe weather drill records — quarterly drills following the same documentation format
• Incident and accident reports — any injury, illness, or behavioral incident requiring parent notification
• Licensing notebook — a physical binder containing all inspection reports, special investigation reports, and corrective action plans, kept on-site and available to parents during operating hours

How Long to Keep Everything

The two-year minimum under R 400.1906 applies to personnel and driver files. For child enrollment files and operational logs, follow the current CCLB retention instructions. Keep the licensing notebook on-site and available to parents during operating hours.

Setting Up Your System Before the First Inspection

Building your record-keeping system after you open creates gaps that show up during inspections. Set up your filing structure — whether physical binders or a digital system — during the pre-licensing phase so every form is in place on day one.

The Michigan Home Daycare Licensing Guide includes a complete records checklist aligned to MiLEAP's BCAL-5040 requirements list, so you can build your files methodically instead of guessing what goes where.

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