Mandated reporting: what to document and how to respond - post

What is mandated reporting, and why does it #matter?

Mandated reporting laws say certain people (often child care #staff) must report concerns about possible #abuse or #neglect. The goal is to protect children and get help to families quickly. 

A helpful reminder:

• You are a reporter, not an investigator.
• You report suspicion, not certainty.
• You focus on the child’s #safety-first. 

When should you make a report?

You should make a report when you notice signs or hear information that makes you reasonably worry a child may be unsafe.

Common examples include:

• A child shares (tells) something scary or unsafe 
• Injuries that do not match the explanation
• Ongoing lack of supervision, food, hygiene, or medical care
• A caregiver’s behavior that puts a child at risk (for example, severe intoxication)

Even though details vary, every U.S. state and territory has rules and procedures for making reports. 

What should you do first at the moment?

When a concern comes up, stay calm and follow a simple safety plan.

If a child is in immediate danger:

• Follow your #emergency plan (this may include calling emergency services)
• Get the child to a safe place with trusted staff
• Notify your director/supervisor right away (based on program policy)

If a child discloses (tells you) something:

• Listen and stay calm
• Say supportive words like: “Thank you for telling me. I’m glad you told me.”
• Do not promise secrecy (you may need to report)
• Ask only gentle, open questions if needed for clarity (examples: “What happened next?”). Do not push for details.

This helps you protect the child and avoid turning your conversation into an “investigation.” #MandatedReporter

What exactly should you document? 

Good documentation is clear, factual, and timely. Write as soon as you can.

Document the basics:

• Date and time you noticed the concern (and when you wrote your notes)
• Child’s full name and age (or #classroom)
• Location (classroom, #playground, bathroom, etc.)
• Names of staff who were present

Document what you observed (facts only):

• Visible marks or injuries (where they are and what they look like)
• The child’s behavior (crying, flinching, very quiet, fearful, etc.)
• Changes from the child’s usual behavior
• Any safety issues you saw (unsafe pick-up, lack of supervision, etc.)

Document exact words when possible:

• If a child speaks, write their words as a direct quote
• Example: Child said, “___.” (Use the child’s exact words, not your interpretation.)

Document actions taken:

• Who you notified at your program and when
• Whether you made a report (and the time)
• Any instructions you were given (for example, “Complete written report within 24 hours”)

What not to include:

• Diagnoses (example: “child was abused”)
• Opinions (example: “ #parent is lying”)
• Long stories or guesses
• Names of other children not involved

Think “camera view,” not “judge view.” 

How do you write notes that are clear and safe? 

Use these tips to keep your notes strong:

• Write in short, simple sentences
• Use body part words that are easy to understand (arm, back, leg)
• Be specific: “2-inch purple bruise on left upper arm” is better than “bad bruise”
• If you correct something, follow your program’s rule (often: single line through the error, initial, and date)
• Sign and date your documentation

If your program uses forms, use them every time. If you need a helpful template for recording injuries and incidents, ChildCareEd has a #free Accident/Injury Report Template (Birth to Five) you can download here: Accident/Injury Report Template (Birth to Five). 

How do you make the report (and what information helps)?

Your program should have a step-by-step policy. In many places, you will report to a child protection hotline or agency.

Information that often helps includes:

• Child’s name, age, address (if known)
• Parent/guardian names (if known)
• What you observed and when
• Any statements the child made (exact words)
• Safety concerns right now (immediate risk or not)

Remember: you are sharing concerns so professionals can decide what happens next. 

Should you tell the family you are reporting?

This depends on your state rules and your program policy. In some situations, telling a caregiver could increase risk to the child or staff.

Safer general guidance:

• Do not confront the suspected person
• Do not accuse or argue
• Follow your director’s guidance and written policy

If a parent asks why you are writing notes, you can say:

• “We document #health-and-safety concerns to keep children safe and follow program rules.”

How do you protect privacy and records?

Mandated reporting is serious and private.

• Share information only with people who must know (often the director and the reporting agency)
• Store notes where your program policy requires (locked files or secure systems)
• Do not discuss the concern with other staff “just to talk”
• Never post about it on social media

Privacy is part of safety. 

Want more training and support?

If you want to feel more confident, these ChildCareEd courses are closely related (and listed on the ChildCareEd course catalog): 

• Mandated Reporters
• Abuse and Neglect: Signs and Reporting
• 1-Hour Abuse and Neglect Training

For a related ChildCareEd article, you can also read:

• Mandatory Reporting Training 

And for quick tips and helpful content, follow ChildCareEd on TikTok