Transportation Log SOP

Purpose

To ensure the safety, accountability, and proper supervision of all children transported by vehicle or on foot to and/or from the child care facility, and to maintain accurate transportation records in compliance with licensing requirements.

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Scope

This SOP applies to all child care personnel involved in transporting children by vehicle or on foot away from or to the premises of the child care facility.

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Policy Statement

A transportation log must be completed for every transportation event, whether by vehicle or on foot. The log must be accurate, complete, and retained on-site for a minimum of 12 months and must be available for review by the licensing authority upon request.

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Required Transportation Log Information

Each transportation log must include all of the following:

1. Each child’s full name

2. Date and time of departure

3. Time of arrival at the destination

4. Signature of the driver (or, when traveling on foot, the signature of the assigned child care personnel)

5. Signature of a second child care personnel or other person authorized by the provider verifying:

   • The accuracy of the log

   • That all children arrived safely

   • That all children exited the vehicle (if applicable)

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Procedure

Step 1: Pre-Departure Preparation

• The assigned driver or child care personnel retrieves a blank transportation log prior to departure.

• All children scheduled for transport are verified against attendance records.

• Each child’s full name is recorded on the log before departure.

• The departure date and exact time are documented.

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Step 2: Departure Verification

• The driver (or child care personnel when traveling on foot) conducts a visual and verbal count of all children.

• The driver or assigned personnel signs the transportation log confirming departure.

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Step 3: Transportation Supervision

• Children are supervised at all times during transport.

• Required safety procedures are followed according to facility transportation and supervision policies.

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Step 4: Arrival and Child Verification

• Upon arrival at the destination:

  • The time of arrival is recorded on the transportation log.

  • All children are physically accounted for.

  • In vehicle transportation, each child must exit the vehicle before verification is completed.

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Step 5: Secondary Verification

• A second child care personnel or authorized individual:

  • Independently verifies that all children listed have arrived safely

  • Confirms that all children have exited the vehicle (if applicable)

  • Signs the transportation log to certify verification

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Step 6: Return Transportation (If Applicable)

• The same steps (1–5) must be repeated for return trips to the child care facility.

• Separate entries must be completed for each trip.

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Step 7: Record Retention

• Completed transportation logs are filed at the child care facility.

• Logs must be retained for a minimum of 12 months.

• Logs must be readily accessible for inspection by the licensing authority.

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Compliance and Accountability

• Failure to properly complete or maintain transportation logs may result in corrective action.

• Supervisors are responsible for routine review of transportation logs to ensure accuracy and compliance.

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Optional: Transportation Log Template (Text-Based)

Date: ______________________
Destination: ______________________

Driver / Assigned Personnel Signature: ______________________
Secondary Verification Signature: ______________________