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CAPS Policy – Provider Rights and Responsibilities No.: CAPS/00-12 Effective Date: 10/01/2016 Revised: 03/02/2026 Revision Effective: 03/02/2026

CAPS Policy Manual

Page 72 of 109 provider may utilize other automated or manual (paper) methods to maintain attendance verification until system functionality can be restored. 12.4.7.7 DECAL will not return documents submitted; therefore, it is imperative that copies of documentation are submitted and not the original documents. 12.4.7.8 DECAL is not responsible for packages lost or not delivered to the appropriate location or person; therefore, it is strongly recommended that packages submitted to DECAL via mail are adequately addressed to their intended recipient and are commercially tracked from posting to delivery (e.g., certified mail or return receipt delivery). 12.4.7.9 Arrival and departure records (formerly referred to in CAPS policy as sign in/sign out logs) and transportation records (if applicable) are the only acceptable source of evidence for providing care for all children subsidized through the CAPS program. The provider must maintain the original and accurate arrival and departure records and transportation records for a minimum of three years from the last date service is provided. If there is an open investigation or an open compliance review, providers, including providers who have closed or have been dismissed from the CAPS program, are required to maintain records beyond the three-year period until the investigation is completed. A. Parent affidavits or any other documents obtained attesting to attendance that are not part of the daily arrival and departure record keeping process will not be considered a valid means of verifying daily attendance and will not be accepted by the CAPS program as such. B. Documents maintained as a result of a provider’s participation in Georgia’s Pre-K Program or Nutrition Services programs, such as Child and Adult Care Food Program and Summer Food Service Program records, are not considered acceptable verification of attendance records for the CAPS program. These records may not reflect a particular child’s daily attendance or participation in CAPS or certification by a parent of a child’s daily attendance. 12.4.7.10 Arrival and departure records must have the parent’s or authorized representative’s original or electronic signature obtained at arrival and departure each time the parent or authorized representative drops off and picks up the child. A. If the parent is present at either arrival or departure, transportation records cannot be used to support children’s attendance for CAPS purposes. B. If the parent is not present to sign at both arrival and departure, transportation records can be used to support children’s attendance, providing that: (1) There is a valid transportation agreement, completed prior to providing transportation, on file with the provider signed by the parent giving authorization for transportation of the child to and/or from the provider (whether the transportation is provided by the provider itself or an outside entity contracted to provide transportation); and (2) There is a passenger transportation checklist (formerly referred to in CAPS policy as a transportation log) that lists the children on the transportation schedule as well as signatures of the responsible party (e.g., bus driver, program administrator) for each day children are transported (whether the transportation is provided by the provider itself or an outside entity contracted to provide transportation). (3) Transportation records must be accurate, current, and complete in accordance with licensing rules and regulations and immediately available for review upon request. C. The provider is prohibited from signing arrival and departure records on behalf of the parent if the parent is present regardless of the fact the provider uses an electronic sign in and out system. The provider is prohibited from changing arrival and departure records and allowing the parent to sign after a child’s daily attendance. DECAL reserves the right to investigate any circumstances where DECAL believes or has evidence that the provider is using staff members to circumvent arrival and departure record policy requirements. The investigation may lead to recoupment of funds or other sanctions as prescribed in CAPS policy. D. If a provider chooses to use an electronic system, each parent must have their own unique electronic signature. The provider is required to have their own unique electronic signature that would allow DECAL or its representatives to discern parent sign in and out from that of the