Homeschooling gives families flexibility and freedom, but one area that can feel intimidating at first is record-keeping. The good news: it doesn’t have to be complicated. You don’t need color-coded charts or a binder filled with perfectly laminated pages. In fact, for most families, especially those with preschool or early-elementary learners, simple, consistent habits are more than enough.
Record-keeping serves two purposes. First, it helps you stay legally compliant based on your state or charter program. Second, it gives you a clear picture of what your child is learning, how they’re growing, and the incredible amount of learning that happens in everyday life.
This guide walks you through the basics and gives you a set of simple tools to make it as stress-free as possible.
What Records Might Be Required?
Requirements vary depending on your state and whether you’re homeschooling independently, through a charter, or under an umbrella program. Here are the most common types of documentation.
Attendance and Instruction Hours
Some states require you to track school days or hours..
Examples:
– Missouri requires 1,000 hours per year
– Pennsylvania requires 180 days or 900 hours
– Charters typically ask for attendance submissions at the end of each month
A simple attendance calendar is usually enough. Check off each day you homeschooled, yes, even library days and nature walks count in many states.
Subjects Covered or Curriculum Outline
States like New York require parents to list subjects taught each quarter. Others, like North Carolina, require you to maintain a curriculum plan at home.
For charters, you’ll often be asked to submit a learning plan at the start of the year listing the materials, curriculum, or activities you intend to use.
Work Samples or a Portfolio
States like Florida and Pennsylvania require annual portfolios. Even if your state doesn’t, creating one is incredibly helpful.
A portfolio is simply a snapshot of learning over the year. It may include:
– Worksheets
– Art samples
– Writing samples
– Photos of hands-on activities
– Reading logs
– Field trip notes
– Worksheets
– Art samples
– Writing samples
– Photos of hands-on activities
– Reading logs
– Field trip notes
It doesn’t need to be fancy, just reflective of what your child explored and learned.
Assessments or Evaluations
Some states require periodic standardized tests or teacher evaluations (usually starting around 3rd grade).
Examples:
– Georgia requires tests every three years starting in 3rd grade
– Charters schedule testing for you
– Georgia requires tests every three years starting in 3rd grade
– Charters schedule testing for you
Keep copies of all evaluations or letters on file.
Official Forms or Letters
Always save:
– Letter of intent
– PSA confirmation
– Charter enrollment paperwork
– Immunization or waiver forms
– Any official correspondence from your district
– Letter of intent
– PSA confirmation
– Charter enrollment paperwork
– Immunization or waiver forms
– Any official correspondence from your district
A single folder or binder works perfectly.
Practical Record-Keeping Tips (That Won’t Take Over Your Life)
Record-keeping should support you, not stress you out. Here are simple ways to make it manageable.
Use a Homeschool Journal or Planner
Write down what you did each day or week. It can be as short as: “Read Chicka Chicka Boom Boom, counted pom-poms, drew with crayons, nature walk.” That counts as language arts, math, art, and science.
Keep a Simple Attendance Log
Use a one-page annual calendar or a monthly chart. Check off each day you homeschool.
Create a Work Drop-Zone
Have a bin, box, or folder where you toss anything you might include in the portfolio.
At the end of the year, pick the highlights.
At the end of the year, pick the highlights.
Build a Portfolio Binder
Add:
– A few samples per subject
– Photos of larger activities
– A reading list
– Field trip notes
– Progress notes or a short reflection
– A few samples per subject
– Photos of larger activities
– A reading list
– Field trip notes
– Progress notes or a short reflection
A little each month makes it easy at the end.
Use Digital Records if You Prefer
Snap photos, scan worksheets, or create a simple digital portfolio in Google Slides or on Canva. Many moms find digital easier for bulky activities.
Remember: Less Is More
You do not need to log every minute. Focus on the meaningful things: books read, skills practiced, activities enjoyed, milestones reached.
Why Keep Records for Preschool?
Preschool isn’t usually regulated, but keeping minimal records is still helpful because:
– You build habits that will make later grades easier
– You’ll have proof of learning if you ever need it
– You create a sweet keepsake of early childhood
– You’ll feel more confident in your homeschool routine
– You build habits that will make later grades easier
– You’ll have proof of learning if you ever need it
– You create a sweet keepsake of early childhood
– You’ll feel more confident in your homeschool routine
A few simple logs go a long way.
FREE: The Homeschool Records Toolkit
To make record-keeping incredibly easy, I’ve included a downloadable Homeschool Records Toolkit that you can start using today.
This toolkit includes everything you need to stay organized throughout the year, without overthinking it.
Record-Keeping Starter Pack
Perfect for tracking learning week by week.
- Year-at-a-Glance Attendance Tracker
- Monthly Attendance Summary
- Weekly Learning Logs (two versions)
- Weekly Reading Log
- Field Trip Log
- Progress Notes Pages
Portfolio Builder & Checklist
A simple way to create a complete, beautiful portfolio.
- “What Is a Portfolio?” Guide
- Portfolio Checklist
- Work Sample Cover Sheet
- End-of-Year Reflection
- Homeschool Moments page
Everything is formatted, labeled, and ready to print. All you need to do is fill it in as you go.
Record-keeping doesn’t need to feel heavy or official. It’s simply the process of noticing learning, and preserving it. Start small, keep it simple, and focus on consistency over perfection.
And remember, your homeschool is yours. Your records are there to support you, not control you.
Stick around for the rest of the Homeschool 101 series, where we’ll explore different homeschool styles, how to choose a curriculum, setting up your space, finding a routine, and much more.
You’ve got this! I’m here to help every step of the way.
- Jeni
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