How to Fill Out the OCFS-4880: Individual Training Tracking Form

To fill out the OCFS-4880, enter the caregiver’s name, role, and program details in the header, then log each completed training session on its own row with the course title, sponsor, format, date, and hours earned, tally the page totals and grand total, and have both the caregiver and the director or provider sign and date the form. A blank Word version is available from the New York Office of Children and Family Services at ocfs.ny.gov.¹

The form has two parts: a header block that identifies the person and the program, and a two-page training log where every course gets its own row. Work through it in that order.

Filling Out the Header Block

Each field in the header ties the log to a specific person, a specific program, and a specific two-year licensing cycle. Get these right the first time, because the dates here drive the deadlines OCFS will check against.

Caregiver Name. The full legal name of the individual whose training is being tracked.
Role. Job title or position: director, teacher, assistant teacher, or volunteer.
Full Time / Part Time and Hours. Check the correct box and write the number of hours worked per week.
License/Registration Period. Enter the start date, midpoint, and expiration date of the program’s current licensing or registration cycle. This is the two-year window the 30-hour requirement is measured against.
Director/Provider. The name of the program director or provider.
Program Name. The official name of the program as registered with OCFS.
License/Registration Number. The facility’s unique OCFS number. This links the form to the correct program in state records.
Individual’s Start Date. The date this person began working at the program. OCFS uses this date to track the rule that new employees complete at least 15 of the 30 required hours within their first six months.²

Logging Each Training Session

The log pre-prints the required state training topics down the left side as numbered categories. When you complete a course, find the row for the topic it covers and fill in that line. Each row holds one session.

Title of Training. The course name. Write the specific title in the row for the topic it covers. If a single course spans more than one topic, split the hours across the relevant rows so the totals still add up correctly.
Sponsoring Organization/Trainer. Who delivered the training: a Child Care Resource and Referral agency, the Red Cross, SUNY, ECETP, or another OCFS-approved source.
Type of Training. The format: video, classroom, college course, teleconference, online or e-learning, or similar.
Date of Training. The exact date the session took place.
Total Hours. The number of training hours earned for that session. Match this to what the certificate says.

How to Handle Topic 10

The form prints only the first nine numbered topics. The tenth required topic, adverse childhood experiences with a focus on trauma and resiliency, was added to the regulations after the form was last revised.² When you log a session on that topic, write the course title into the log under the title column and note that it falls under category 10.

Totals and Signatures

The log runs two pages. Tally the hours at the bottom of each page in the Total for Page 1 and Total for Page 2 lines, then add them in the Grand Totals line. Keep this running as you go; inspectors look at the grand total first to see whether the person is on pace for the 30-hour, two-year requirement.

Both the caregiver and the director or provider must sign and date the form. Those signatures certify that the entries are accurate. A signed, dated OCFS-4880 also serves as a transfer document: if the caregiver moves to a new program, the signed form carries their documented hours with them so they don’t lose credit for courses already completed.¹

What to Keep With the Form

A completed OCFS-4880 is not a standalone record. The form and the original training certificates or completion documents must both be kept in the employee’s personnel file at the program site, available for OCFS review on request.¹ Whatever course you take, get a certificate that shows the course title, date, hours, trainer name, and sponsoring organization, because those are the details that need to match the entries on the form.

During inspections, OCFS cross-checks the OCFS-4880 against the underlying certificates. If the hours on the form don’t match the supporting documents, or if the documents are missing, that’s a compliance violation. OCFS is required to inspect all licensed and registered child day care programs annually and has authority to conduct both announced and unannounced visits.³

Who Needs a Form on File

Every individual working in an OCFS-licensed or registered child day care program needs a completed OCFS-4880. That covers directors, teachers, assistant teachers, and volunteers who have regular contact with children. The form belongs to the person, not the program, which is why the signed copy can travel with the caregiver if they change employers.

One timing note worth building into the log from the start: the 30 required hours can’t be bunched at the end of the cycle. At least five hours of OCFS-approved training must be completed each year, and new hires owe 15 hours in their first six months.² Updating the form session by session, rather than reconstructing it before an inspection, is the only reliable way to show those interim deadlines were met.

1
New York OCFS. OCFS-4880 Individual Training Tracking Form
2
Cornell Law Institute. N.Y. Comp. Codes R. and Regs. Tit. 18 416.14 – Training
3
New York State Senate. New York Social Services Law Section 390