FAQs
Electronic Attendance and Enrollment Folder
Be accurate, legible, and completed daily
Be kept at the site where services are delivered for six years after the date of service.
Be immediately available upon request to the county, Tribe, or the Department of Children, Youth, and Families (DCYF).
Include the:
Date
Each child’s first and last name
Each child’s drop-off and pick-up times
The people dropping off and picking up a child (for example, the child’s parents, guardians, or trusted adults) are primarily responsible for entering in and out times on attendance records.
The attendance record needs to show who entered each child’s in and out times.
- Ensuring that “to the extent possible” in and out times are recorded by the person dropping off and picking up the child.
- Educating families on their role in the attendance record process and taking the necessary steps to comply with the law. For example, you could consider having a staff person monitor the sign in/out process to make sure that parents record times daily.
- A parent occasionally forgets to enter drop-off and pick-up times on attendance records, as long as this is an infrequent occurrence.
- Children are transported to and from school on a bus.
Allow your program to receive certain state payments
Meet child care licensing requirements
Check if payments are correct and if you are following rules
7 a.m. – Parent drops child off at center.
Family completes attendance showing child is dropped off at 7 a.m.
8 a.m. – Child leaves center, is on the center’s bus 8 a.m. to 8:20 a.m.
Center completes attendance showing child left at 8 a.m.
3 p.m. – Child leaves school, boards the center’s bus. Child arrives at center at 3:20 p.m.
Center completes attendance showing child arrived at 3:20 p.m.
5:30 p.m. – Child leaves the center (picked up by parent).
Family completes attendance showing child is picked up at 5:30 p.m.
Employees and payroll
Banking and accounting
CCAP billing
Business ownership
Transportation of children.
A child was scheduled and authorized to be in care, but they were absent the full day.
You charge all families for these days.
Your program is open, and care is available.
Your attendance records show the child as absent that day.
The billing form and attendance record both show the child attended; and
The attendance record is complete.
You are closed and not providing care.
You charge all families for these days.
The holiday falls on a day when the child is authorized and scheduled to be in attendance.
Monitor children’s enrollment and attendance.
Determine provider compliance with program policies.
Enrollment (whether children attend)
Attendance (what days and times children attend).
Kiosk – A free Enrollment & Attendance (E&A) feature in the Provider Hub allows the adult checking a child in and out to enter real time attendance via the Parent/Guardian kiosk using a phone, tablet, or computer that the provider supplies (similar to how private electronic attendance systems work).
Import Attendance or Bulk Upload – Providers that use a CCMS that does not currently integrate with the Provider Hub, but don’t want to use the kiosk feature, can use this option to manually enter and upload their child, guardian, and attendance information in one CSV (comma-separated value) spreadsheet file.
Child Care Management System (CCMS) Vendor Integrations – For providers that use specific private attendance systems, your attendance data will automatically transfer from that system to the E&A feature through an established integration with CCMS vendors. Currently, these CCMS vendors integrate with the Provider Hub:
Arux
Brightwheel
Daily Connect
Provider type. All selected providers are licensed child care centers.
Amount of CCAP funding received in State Fiscal Year 2025.
The method the provider uses to keep attendance, as self-reported to DCYF (to ensure the mix of different approaches).
If you are currently using paper to track attendance, when you are required to start using the Enrollment & Attendance (E&A) feature in the Provider Hub to submit attendance, you must use the Parent/Guardian Kiosk feature within the Provider Hub or integrated CCMS to keep attendance.
The Import Attendance feature is an option if you are using a non-integrated CCMS to keep attendance.
Adding new fields for the CCMS Integration and Import Attendance features to track who is entering drop off and pick up times
Upgrading the Import Attendance feature by:
Allowing providers to upload child, guardian, and attendance information in one CSV (comma-separated value) spreadsheet file.
Increasing the size limit for CSV files, so providers can upload more data at once.
Adding space to enter multiple in and out times for a child on the same day (e.g., if a child attends care before and after school).
Allowing for actual times (not just 15-minute increments).
Making it easier to identify and fix data entry errors.
Your records meet all legal requirements (e.g., records must include children’s first and last names, drop off and pick up times, and track who recorded in and out times).
You can access and supply records immediately if when requested during a site visit.
Keep attendance records at the site where services are delivered for six years
Make records available to county, Tribe, or state immediately upon request.
Produce records in a format that meets all legal requirements (e.g., records include children’s first and last names, and track who recorded in and out times).
Access and supply records immediately when requested.
Monitoring visits, compliance checks, audits, and/or investigations.
When the agency needs copies of your actual attendance records, if you use the Import Attendance function to transfer your attendance data into the Provider Hub.
For providers that use the kiosk feature or CCMS integration, DCYF anticipates attendance record information will be shared with DCYF at least once per day.
For providers that use the Import Attendance option to transfer attendance data into the E&A feature in the Provider Hub, providers are required to submit records within 10-days after the end of each two-week billing period. Even after the roll-out of electronic attendance requirements, a county, Tribe or DCYF could request copies of actual attendance records during random site visits, compliance checks, audits, and/or investigations. For more information, see question 30.
Are available twice per year
Range from $100 to $1000
Cover things like internet connectivity, computer equipment, child care business management software, and technology skill training.
As a condition of payment, providers must only bill for services documented according to attendance record requirements.
Attendance records must be accurate, legible, and completed daily.
To the extent possible, drop off and pick up times must be entered by the person dropping off and picking up the child.
Records not produced immediately can’t be submitted later to contest an overpayment or other action.
This is an infrequent occurrence for the provider as a whole
The record shows:
Who made the change
When they made the change
Complete the survey on the EngagementHQ site to notify DCYF of your current attendance record practices. DCYF will use the information collected to prioritize integrations with additional CCMS vendors, determine the rollout order for electronic attendance requirements, and to identify potential pilot participants.
Make sure you understand and follow CCAP attendance policies.
Ask questions if there’s something you don’t understand. See questions 50 and 51 below.
A child’s family and provider.
The state of Minnesota and county, Tribal, and local agency staff need this information to do their jobs.
Anyone the law requires or permits the state, county, or Tribe to share the information with, such as a court or the state or legislative auditor.
Child’s first and last name, and date of birth
Child’s gender*
Parent/guardian/trusted adult’s first and last name
Parent/guardian/trusted adult’s phone number, email, and preferred language*
Address (including P.O. Boxes when applicable)*
Child’s enrollment start date
The date and time a child is signed in, and first and last name of person who signed the child in
The date and time a child is signed out, and first and last name of person who signed the child out
Child’s enrollment end date*
Providers must use a child’s actual first date of enrollment, if:
The child’s exact start date is known.
The child starts attending care after their provider is required to use the E&A feature.
Providers should use their E&A rollout date (for example, June 22, 2026 for the first rollout group) as the child’s first date of enrollment, if:
The child started attending before the provider was required to use the E&A feature
The child’s actual first date of enrollment is unavailable or unknown.
A parent occasionally forgets to enter drop-off and pick-up times on attendance records, as long as this is an infrequent occurrence.
Children are transported to and from school on a bus.
A parent occasionally forgets to enter drop-off and pick-up times on attendance records, as long as this is an infrequent occurrence.
Children are transported to and from school on a bus.
Your office manager could complete records if they sit closest to the front door are most likely to notice if a parent forgets to sign a child in our out.
A bus driver could complete records if your program supplies transportation or contracts to provide transportation in accordance with Minn. R. 9503.0150.
The Parent Kiosk/Guardian Kiosk or Import Attendance feature:
Follow procedures to Submit a Product Experience Support Case via Provider Hub
Contact Product Experience Team at 651-431-6075.
A CCMS system, contact your vendor (e.g., Brightwheel or Daily Connect) for support.
If there’s a period when an electronic records system is down or unavailable, you still need to keep accurate daily attendance records. You can use paper records or another method.
When keeping records electronically using the Enrollment & Attendance feature in the Provider Hub, if a county, Tribe, or DCYF asks you to give records on site, you must ensure you can:
Produce records in a format that meets all legal requirements (e.g., records include children’s first and last names and track who recorded in and out times).
Access and supply records immediately when requested.
1. What is the current attendance record policy for registered CCAP providers?
As a condition of payment, providers must maintain complete daily attendance records.
The attendance record must:
To the extent possible, drop-off and pick-up times must be entered by the person dropping off or picking up the child.
This means:
For more information, see Minn. Stat. §§ 142E.16, subds. 7 & 8 and 142E.54.
2. What should I do if a parent doesn’t sign their child in or out?
Providers are responsible for:
Someone other than a parent, such as a teacher or a bus driver, may complete the attendance record under certain circumstances. For example, if:
3. Are attendance record requirements the same state-wide, or can local CCAP agencies (counties and Tribes) set their own requirements?
CCAP attendance records are the same for the whole state of Minnesota.
4. Why does DCYF need attendance records?
We must collect attendance to:
Minnesota law gives the state the authority to collect attendance records for all children in licensed care (Minn. Stat. § 142B.10, subd. 12(a)). The state can also require attendance records as a condition for receiving Child Care Assistance Program payments and Great Start Compensation Support payments.
5. If DCYF doesn’t require me to keep electronic attendance yet, what forms can I use to take attendance?
Providers that are not required to submit electronic attendance records yet can keep records in any format (paper or electronic), as long your records meet legal requirements.
For example, you may use the CCAP Monthly Child Care Attendance Record form (DHS-6584A) or Daily Attendance Record (DHS-6584B).
Beginning June 22, 2026, some providers are required to keep attendance electronically and submit their records to DCYF. Those providers have been notified.
6. When do I need to provide attendance records?
Attendance records must be kept at the service location for six years and be made immediately available upon request by the CCAP agency or the state of Minnesota. Records that are not produced immediately cannot later be used to dispute overpayments or disqualifications.
These requirements did not change on June 22, 2026. However, beginning June 22, 2026, the Department of Children, Youth, and Families (DCYF) started requiring some providers to make their attendance records available to DCYF using the Enrollment & Attendance feature in the Provider Hub. For more information, see questions 13 – 51.
7. What can happen if I don’t have attendance records?
Failure to maintain accurate attendance records may result in overpayments or other negative actions, including losing eligibility for CCAP payments.
8. If children take the bus, what sign-in and sign-out times do I use?
When children are transported to or from care, the attendance record must show the time a child was dropped off and picked up from the child care provider.
For example:
Note: CCAP also requires that providers keep records related to transportation of children in your care (including the dates and times you provided transportation) and make those records immediately available upon request. Transportation records are separate from attendance.
9. Do Child and Adult Care Food Program (CACFP) attendance forms meet CCAP requirements?
No.
10. Do Great Start Compensation Support Payment Program digital attendance records collected using the current Enrollment & Attendance feature in the Provider Hub meet CCAP requirements?
Yes, beginning June 22, 2026, the Enrollment & Attendance feature complies with requirements for both CCAP and Great Start Compensation Support Payments. Providers can use the E&A feature in the Provider Hub for both programs.
You can learn how to connect your digital enrollment and attendance information from the Provider Hub with your Great Start Compensation monthly applications in the Great Start Compensation: Application and Enrollment & Attendance Connection Overview.
11. Besides attendance, what other records do I need to keep?
Examples of other documents you need to keep, maintain, and make immediately available to DCYF OIG investigators include records about:
You can learn about record keeping requirements in the Minnesota Child Care Assistance Program (CCAP) Child Care Provider Guide (DHS-5260) pages 22 & 23.
12. Can CCAP pay for a day(s) when a child is absent or leaves early?
CCAP may pay up to 25 total absent days per child, per calendar year (not more than 10 in a row).
Mark absent days on the billing form by entering an “A” on days when:
If a child attends part of the day and leaves early, do not bill an absent day. Bill the child’s authorized and scheduled hours for the day. For example, if a child is scheduled and authorized for six hours on a day, but they only attended 3 hours, you may bill and be paid for six hours if:
When a child’s attendance drops to less than half of their scheduled and authorized hours or days for a four-week period, you must report that on the billing form.
13. Can CCAP pay for a day(s) when I am closed?
CCAP cannot pay for provider vacation days, provider sick days or any other days that child care is not available, except for holidays. Do not bill CCAP for these days.
CCAP may pay up to 10 cultural or religious holidays per child, per calendar year.
Mark holidays on the billing form by entering an “H” on days when:
You must report holidays on your registration or renewal or within 10 calendar days after the holiday.
If you are open on a holiday, and a child is scheduled to be in care but is absent, bill an absent day.
14. What happens if I don’t bill absent days for holidays correctly?
Failure to properly bill an absent day or holiday can result in overpayments or other negative actions, regardless of whether a child has reached their 25 absent day or 10 day holiday limit.
15. With electronic attendance, what is changing and what is staying the same?
All legal requirements listed above about what must be included in an attendance record are staying the same. However, beginning June 22, 2026, the Department of Children, Youth, and Families (DCYF) started requiring some providers to make attendance records available to DCYF using the Enrollment & Attendance (E&A) feature in the Provider Hub.
16. Why is DCYF asking CCAP registered providers to maintain attendance records electronically?
Starting on June 22, 2026, a new law allows DCYF to require providers to submit attendance records electronically. Submitting attendance records electronically improves program integrity, reduces administrative burdens, and supports implementation of future provider-friendly policies.
See question 15 - The requirements for what must be included in an attendance record have not changed, only how attendance records are kept and submitted to DCYF. Laws 2025, First Special Session chapter 3, article 13, section 12.
17. When did CCAP begin requiring providers to submit attendance records electronically?
CCAP will employ a phased roll out of this requirement beginning June 22, 2026. Providers will receive 90 days’ notice before the date you will be required to begin submitting your attendance records electronically. DCYF will begin with child care centers licensed by Minnesota. See question 21 for more information about the criteria DCYF used to determine which providers were in the first rollout group.
Providers who were required to begin submitting attendance electronically by June 22, 2026 have received a 90-day notice. DCYF plans to mail provider-specific notices 90 days prior to subsequent rollout groups.
18. How will DCYF use electronic attendance records?
DCYF will use electronic attendance records the same way that they use paper attendance records to:
19. What is the Enrollment and Attendance feature in the Provider Hub?
The Enrollment and Attendance (E&A) feature in the Provider Hub is currently available to all Minnesota licensed and certified child care centers. It helps providers track children’s:
For more information, see Getting Started with Enrollment and Attendance in the Provider Hub and questions 20, 27, and 28.
20. How will providers submit attendance records electronically?
There are three ways for providers to submit attendance records to DCYF for CCAP.
DCYF is working toward integrations with additional CCMS vendors to meet CCAP attendance requirements.
21. What criteria did DCYF use to determine which providers are in the first rollout group?
DCYF considered three factors when selecting programs for the initial June 22, 2026 rollout:
Note: The first rollout group includes providers who use CCMS vendors with an integration into the Provider Hub (e.g., Brightwheel, Daily Connect, and Arux), providers who reported previously using paper documentation, and providers who did not report to the department how they track attendance.
22. Can I use the Import Attendance feature as my only method of keeping attendance?
No – Providers cannot use the Import Attendance feature in the Provider Hub as their only method of keeping attendance. You must have another primary electronic method of keeping daily attendance in real-time that meets CCAP requirements, and you must have a way to immediately share your attendance records in their original format with a CCAP agency or DCYF if requested.
The purpose of the Import Attendance feature is to primarily give providers who use a CCMS that does not currently integrate with the Provider Hub, but don’t want to use the kiosk feature, a way of sharing their attendance data with DCYF.
As DCYF adds new CCMS integrations, we may re-evaluate whether to continue offering the Import Attendance option. Also see question 30.
23. If I use the Import Attendance feature, can I use paper attendance records as my primary method of keeping attendance?
No – For child care centers:
Providers may choose to keep paper records as a back-up to electronic records, but any records you submit to a CCAP agency or DCYF must meet legal requirements. DCYF continues to develop guidance in this area, including requirements for licensed family child care providers and legal non-licensed providers.
24. What updates or enhancements is DCYF making to the Enrollment & Attendance feature in the Provider Hub?
For providers previously familiar with the E&A feature in the Provider Hub, DCYF made some changes to improve user experience and comply with CCAP requirements. Examples of June 22, 2026 updates include:
25. What’s the first service date I need to provide electronic attendance records? Will it match my roll-out date, or will I need to supply electronic records for any prior dates?
If you are required to start keeping attendance records electronically on June 22, 2026, the first service date you would need to supply DCYF with electronic records is June 22, 2026. DCYF would not require you to submit electronic records for service dates before June 22, 2026.
However, you must have attendance records for service dates prior to your rollout date in whatever legal format you used for that time period.
If your roll-out date for electronic attendance is after June 22,2026, DCYF will send you a letter 90 days in advance with your roll-out date, and your roll-out date is the first day you will be required to supply electronic records.
26. Can I keep records electronically before I am required to do so?
Yes! If you keep attendance electronically, including if you use the E&A feature in the Provider Hub, you need to make sure:
Child care centers can start using the E&A feature in the Provider Hub for CCAP on June 22, 2026 or after, even if it’s before your designated roll-out date. For more information on the E&A feature, see questions 27 and 28.
27. Where can I find more information about the Enrollment and Attendance (E & A) feature in the Provider Hub?
Visit the Provider Hub information page or check out the following training modules:
28. Where can I find Quick Start Guides and instructions for the kiosk and Import Attendance methods?
The Resources section of the EngagementHQ site includes multiple Quick Start Guides, which give step-by-step instructions on how to use the kiosk and Import Attendance methods within the E&A feature. For example, these guides show how to enroll parents and children, enter attendance, and make changes to records (if necessary).
29. What if I do not begin submitting attendance records electronically after I was notified I am required to do so?
If providers do not submit attendance records electronically by the date DCYF determines, they may be considered out-of-compliance with CCAP requirements and may face consequences, including losing eligibility for CCAP payments.
30. Will DCYF continue requesting attendance records during site visits?
Yes – The law continues to require that providers:
When keeping records electronically, if asked to give records on site, providers must ensure they can:
Examples of situations when a CCAP agency or DCYF may need to collect records on site include:
31. How often will I be required to submit attendance records electronically?
32. Can I get financial help to cover technology costs?
DCYF or Tribally licensed child care providers can apply for Access to Technology Grants to help improve access to technology and improve business management efficiency. These grants:
For more information, contact grants@firstchildrensfinance.org or 612-473-6020.
33. Can I make corrections to electronic attendance records?
Pre-existing attendance and billing requirements under Minn. Stat. §§ 142E.16, subd. 7 and 142E.17, subd. 9(a) remain in effect, for example:
This means families and providers may occasionally make corrections to attendance records and submit bills for these days, as long as:
34. What are the benefits of the kiosk and integrated CCMS options?
The kiosk and integrated options are less work for providers than the Import Attendance option.
35. If DCYF doesn’t require me to keep electronic attendance yet, what actions can I take now to prepare?
36. What steps does DCYF take to protect data privacy with electronic attendance? What safeguards and confidentiality measures are in place?
Protecting provider and family data is very important. DCYF and its partners work to keep private information secure and prevent unauthorized access. DCYF is required to follow the data privacy laws, which prohibit access to private data unless expressly authorized by state or federal law, or required by a court order. Attendance data is sent to and stored in the State of Minnesota Provider Hub. The Provider Hub follows National Institute of Standards and Technology (NIST) Security Standards. You can learn more about Minnesota’s security practices on the Minnesota IT Services website.
37. If necessary, how is parental consent obtained for electronic attendance?
Families do not need to give their permission to share their attendance data. Under existing laws, the state of Minnesota has the authority to collect attendance for all children under a provider’s care. See question 39.
The Resources section of the EngagementHQ site includes an optional “Parent Notice – Electronic Attendance” that providers can give to families to inform them about data use, privacy practices, and the authority to collect records.
38. Who can see attendance information?
Attendance information may be seen by:
39. When keeping attendance electronically, do I provide information about all students, or only those on CCAP?
You must include attendance records for all children enrolled at your location to DCYF. Minnesota law gives the state the authority to collect attendance records for all children in licensed care (Minn. Stat. § 142B.10, subd. 12(a)).
40. Can families opt out of electronic attendance?
No, families cannot opt out. See questions 36 – 39.
41. When keeping attendance electronically, what information is available to DCYF? Who else can see that information?
DCYF only collects the following information:
* If your child care program has this information it will be collected.
All the information above is private data under Minnesota law. DCYF can only use or share it if the law allows or requires it. See questions 36 and 38.
42. If I use an integrated CCMS, how can I enable integration using Brightwheel, Daily Connect, or Arux?
The Resources section of the EngagementHQ site includes an “Approved Child Care Management Systems” folder with links explaining how to enable integration for each CCMS (scroll to the bottom of the page).
43. If I currently use an integrated CCMS, am I required to continue using that system? Can I choose to use the Kiosk or Import Attendance?
Providers may choose which electronic method they use to submit electronic records. DCYF strongly encourages you to use your current CCMS if it can integrate with the Provider Hub. However, the final decision is yours.
Using an integrated CCMS to submit electronic attendance helps you meet CCAP recordkeeping requirements, supports program accountability, and streamlines attendance submission. Providers need to maintain and utilize one method of attendance records for all children in their care, including CCAP-funded and private-pay. Treating all children the same in your recordkeeping helps ensure accuracy, consistency, and compliance.
As a condition of payment, you must only bill for services documented according to attendance record requirements. Not using an available integrated CCMS may result in duplicate work and increase the risk of attendance and billing errors.
44. I use the kiosk. What do I enter for each child’s “Enrollment Start Date” when using the “Import Enrollment” feature?
For the “Enrollment Start Date”:
OR
AND
45. I use the kiosk. Can I only use the “Take Attendance” feature to have my staff sign children in and out, or do families need to use the “Parent/Guardian” feature to manage attendance?
No, you cannot only use the “Take Attendance” feature. Parents/Guardians do not have access to the “Take Attendance” feature.
Parents/Guardians are primarily responsible for entering children’s in and out times and must use the Parent/Guardian Kiosk to manage their child’s attendance. This is the main way you need to record attendance. The “Take Attendance” option is only a back-up method that allows child care staff to check children in and out, if it’s not possible for the person dropping off or picking up the child to record attendance. See questions 1 and 2.
46. I use the kiosk. Can I use the “Parent/Guardian” and “Take Attendance” features at the same time?
No, the Parent/Guardian Kiosk must be the main way your program records attendance. The Take Attendance feature should only be used when necessary. This is a back-up option that allows child care staff to check children in and out, if it’s not possible for the person dropping off or picking up the child to record the child’s in and out times.
See questions 1 and 2. The people dropping off and picking up a child (for example, the child’s parents, guardians, or trusted adults) are primarily responsible for entering in and out times on attendance records. Provider staff may complete the attendance record under certain circumstances. For example, if:
47. I use the kiosk. Can I use the “Manage Attendance” tab to edit records after submission?
Yes, you can edit attendance using the Manage Enrollment tab. When you use this feature, it will document who made the change and when the change was made.
Families and providers may occasionally make corrections to attendance records and submit bills for some days, as long as this is an infrequent occurrence for the provider as a whole and the record shows: a) who made the change, and b) when they made the change. See question 33.
48. I use the kiosk. How will parents get access to sign their children in and out electronically?
You grant parents, guardians, and trusted adults access to sign their children in and out electronically using the Parent/Guardian Kiosk feature during the enrollment process.
The Resources section of the EngagementHQ site includes multiple Quick Start Guides, which give step-by-step instructions on how to use the kiosk and other Enrollment and Attendance (E&A) features.
49. I use the kiosk. Which provider staff members (if any) can check children in and out?
See questions 1 and 2. The people dropping off and picking up a child (for example, the child’s parents) are primarily responsible for entering in and out times on attendance records. Provider staff may complete the attendance record under certain circumstances. For example, if:
You can determine which staff at your program have access to complete attendance records, when necessary, according to your business practices. For example:
Each staff member must have their own access and PIN to manage or take attendance in the Provider Hub. For information about how to request access for provider staff, see Provider Hub: User Access Levels, Add or Edit Hub Users.
50. What if I have technical questions or computer issues?
Report problems right away and ask questions if you need assistance. Staff are here to help.
If you have technical issues or questions about:
OR
Providers are responsible for complying with attendance record requirements if systems don’t work. For example:
51. What if I have general questions?
If you have general questions about electronic attendance, submit your questions to the DCYF CCAP Provider Support Team at CCAP.Providers.DCYF@state.mn.us or 651-431-4848.