Chapter 9: Administration
9.4.1 Facility Records/Reports
18.104.22.168: Maintenance of Records
The facility should maintain the following records:
- A copy of the facility’s license, insurance coverage, child care regulations or registration, all inspection reports, correction plans for deficiencies, and any legal actions;
- Physical health records for any adult who has direct contact with children;
- Training records of the caregiver/teacher and any assistants;
- Criminal history records and child abuse and neglect records, as required by state licensing regulations;
- Results of well-water tests where applicable;
- Results of lead tests;
- Insurance records;
- Child health records;
- Attendance records and sign-in/sign-out records, as well as authorization for pick-up;
- List of reportable diseases;
- Incident reports;
- Fire extinguisher records and smoke detector and carbon monoxide detector battery checks;
- Evacuation, emergency, and shelter-in-place drill records;
- Play area and equipment warranty, maintenance, and inspection records;
- Consultation records;
- Medication administration logs; and
- Nutrition and food service records.
The length of time to maintain records should follow state regulation requirements. A sample of a state regulation is below.
RATIONALEOperational control to accommodate the health and safety of individual children requires that information regarding each child in care be kept and made available on a need-to-know basis. These records and reports are necessary to protect the health and safety of children in care.
An organized, comprehensive approach to injury prevention and control is necessary to ensure that a safe environment is provided for children in child care. Such an approach requires written plans, policies, and procedures, and record keeping so that there is consistency over time and across staff and an understanding between parents/guardians and caregivers/teachers about concerns for, and attention to, the safety of children.
COMMENTSA file of all purchased equipment and toys with warranty information and model numbers will help identify items that have hazard warnings or are recalled by the U.S. Consumer Product Safety Commission (CPSC). A photo of the purchased items can be added to the file.
A sample of state regulations for length of time to maintain records is below.
Retention of Records
- Documentation of the previous twelve months activity should be available for review. Records should be accessible during the hours the facility is open and operating.
- For licensing purposes, children’s information should be kept on file a minimum of one year from date of discharge from the facility.
- For licensing purposes, personnel records should be kept on file a minimum of one year from termination of employment from the facility.
- For licensing purposes, staff training certificates and continuing education certificates should be kept on file for a minimum of five years for currently employed staff (1).
TYPE OF FACILITYCenter, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home
RELATED STANDARDS22.214.171.124 Staff Recruitment
126.96.36.199 Initial Orientation of All Staff
188.8.131.52 Orientation for Care of Children with Special Health Care Needs
184.108.40.206 Orientation Topics
220.127.116.11 First Aid and Cardiopulmonary Resuscitation Training for Staff
18.104.22.168 Topics Covered in Pediatric First Aid Training
22.214.171.124 Cardiopulmonary Resuscitation Training for Swimming and Water Play
126.96.36.199 Continuing Education for Directors and Caregivers/Teachers in Centers and Large Family Child Care Homes
188.8.131.52 Continuing Education for Small Family Child Care Home Caregivers/Teachers
184.108.40.206 Training of Staff Who Handle Food
220.127.116.11 Child Abuse and Neglect Education
18.104.22.168 Training on Occupational Risk Related to Handling Body Fluids
22.214.171.124 Pre-Employment and Ongoing Adult Health Appraisals, Including Immunization
126.96.36.199 Notification of the Facility About Infectious Disease or Other Problems by Parents/Guardians
188.8.131.52 List of Excludable and Reportable Conditions for Parents/Guardians
184.108.40.206 Testing of Drinking Water Not From Public System
220.127.116.11 Testing for Lead and Copper Levels in Drinking Water
18.104.22.168 Water Test Results
22.214.171.124 Emergency Safe Drinking Water and Bottled Water
126.96.36.199 Testing for Lead
188.8.131.52 Reports of Annual Audits/Monthly Maintenance Checks of Play Areas and Equipment
184.108.40.206 Records of Proper Installation and Maintenance of Facility Equipment
220.127.116.11 Facility Insurance Coverage
18.104.22.168 Availability of Documents to Parents/Guardians
22.214.171.124 Records of Illness
126.96.36.199 Records of Injury
188.8.131.52 Documentation of Parent/Guardian Notification of Injury, Illness, or Death in Program
184.108.40.206 Review and Accessibility of Injury and Illness Reports
220.127.116.11 Record of Valid License, Certificate, or Registration of Facility
18.104.22.168 Maintenance and Display of Inspection Reports
22.214.171.124 Written Plan/Record to Resolve Deficiencies
126.96.36.199 Availability of Reports on Inspections of Fire Protection Devices
188.8.131.52 Evacuation and Shelter-In-Place Drill Record
184.108.40.206 Documentation of Child Care Health Consultation/Training Visits
220.127.116.11 Records of Nutrition Service
18.104.22.168 Contents of Child’s Records
22.214.171.124 Pre-Admission Enrollment Information for Each Child
126.96.36.199 Contents of Admission Agreement Between Child Care Program and Parent/Guardian
188.8.131.52 Contents of Child’s Primary Care Provider’s Assessment
184.108.40.206 Health History
220.127.116.11 Contents of Medication Record
18.104.22.168 Contents of Facility Health Log for Each Child
22.214.171.124 Maintenance of Attendance Records for Staff Who Care for Children